What are the responsibilities and job description for the Administrative Personal Assistant position at Claire Myers Consulting?
Our client, a well-established wealth management firm, is seeking an Administrative & Personal Assistant to support the Head Financial Advisor. This role requires a highly organized, proactive individual who can manage office operations, personal tasks, and team coordination while ensuring a smooth day-to-day workflow.
Key Responsibilities
Office Management & Administrative Support
- Greet clients and serve as the first point of contact.
- Manage mail distribution, document scanning, and bill payments as needed.
- Maintain office organization, order supplies, and ensure a tidy space.
- Oversee business and personal calendars, scheduling client meetings, coaching calls, and personal commitments.
- Troubleshoot office equipment, including printers, internet, and phone systems.
- Assist with meeting preparation by organizing necessary documents and materials.
- Learn and manage systems such as RingCentral (VOIP).
- Source and coordinate office vendors for maintenance or operational needs.
- Answer phone calls, transfer them appropriately, and address client needs.
- Log client data in Salesforce and input information into MoneyGuide Pro and other financial software.
- Collaborate with the bookkeeper to ensure efficient bill payment processes.
Personal Assistance
- Schedule doctor appointments, kids’ activities, and family vacations.
- Manage family schedules and ensure personal commitments are met.
- Assist with meal planning and online grocery orders.
- Provide occasional household support, such as running errands.
- Pick up children when meetings run late.
- Hire and oversee vendors for personal and home projects.
Project & Team Management
- Serve as the right hand to the Head Financial Advisor, ensuring tasks flow smoothly throughout the day.
- Track team progress in Salesforce and generate reports for regular meetings.
- Manage client service workflows, including submitting DocuSign forms and tracking insurance and annuity cases.
- Coordinate client appreciation efforts, including gifts and events.
- Act as a liaison between the Financial Advisor, shared services team, and back-office support.
- Ensure clear and organized communication between the Financial Advisor and the team.
Qualifications
- 2 years of experience in a support role within financial services.
- Experience with Salesforce, MoneyGuide Pro, Microsoft Office, and Excel preferred.
- Strong organizational, multitasking, and time-management skills.
- Ability to maintain discretion and confidentiality.
- Excellent oral and written communication skills with a professional and approachable demeanor.
- Adaptability and flexibility to meet changing schedules and priorities.
- Self-starter with a proactive approach, anticipating the needs of the Financial Advisor.
- Life & Health Insurance license preferred (or willingness to obtain within the first month).
- Investment registration (Series 6 or 7) expected within the first year, with spot bonuses for completion.
- Strong client service skills and experience.
Compensation & Benefits
- $43,000 - $55,000 per year.
- Office space provided.
- Two weeks of vacation.
- Simple IRA after 90 days, with plans to transition to a 401(k).
- Health insurance or stipend per CT regulations.
- Group and life insurance options in development.
- A family-oriented environment with flexibility and a love for hypoallergenic dogs.
Salary : $43,000 - $55,000
