Office Assistant

Job Overview:

We are seeking a detail-oriented and highly organized Office Assistant to support the operations of our financial planning firm. As a key team member, you will assist our financial planners by providing administrative support, managing client communication, organizing office operations, and ensuring that day-to-day activities run smoothly. The ideal candidate will have strong communication skills, the ability to multitask, and a proactive approach to problem-solving.

Key Responsibilities:

Client Communication:

• Answer and direct phone calls, emails, and other forms of communication.
• Assist with scheduling appointments and meetings between clients and financial planners.
• Prepare client meeting materials and ensure all necessary documentation is complete.
• Send client correspondence, including letters, emails, and reports.

Administrative Support:

• Manage and maintain accurate client files, ensuring they are up-to-date and comply with industry and company regulations.
• Handle basic data entry tasks, including inputting data into client management systems.
• Assist in processing and following up on financial paperwork, such as account forms, applications, and other documents.
• Maintain client contact lists and reports for financial planners.
• Provide backup support for other team members during busy periods or absences.

Office Organization:

• Coordinate office scheduling, including meeting rooms and event space.
• Help with organizing client events, seminars, and workshops as needed.

Client Service:

• Greet clients in a professional and friendly manner.
• Assist clients with basic inquiries and follow up on tasks as directed by financial planners.
• Maintain a high level of confidentiality in handling sensitive client information.

Qualifications:

• High school diploma or equivalent required; associate's degree or some college coursework preferred.
• Ability to maintain a high level of confidentiality and professionalism.
• Prior office or administrative experience is a plus but not required.
• High level of accuracy and attention to detail.
• Excellent communication skills, both written and verbal.
• Proficient in Microsoft Excel and Word.
• Friendly, client-focused attitude with a strong customer service orientation.

Personal Characteristics:

• Reliable: Dependable and able to handle a range of administrative tasks efficiently.
• Confidentiality: Ability to maintain a high level of discretion regarding all business information
• Organized: Able to manage multiple tasks and prioritize effectively.
• Tech-Savvy: Comfortable with software applications and new technologies.
• Team Player: Works collaboratively with others in a fast-paced office environment.
• Personable: Ability to establish and maintain a friendly relationship with clients and coworkers.
• Attention to Detail: Strong ability to manage and maintain accurate records.

Benefits:

• Competitive salary based on experience.
• Retirement benefits.
• Positive, supportive work environment.
• Work supports a family friendly lifestyle.
• Paid time off and holidays.