What are the responsibilities and job description for the Administrative & Personal Assistant position at Claire Myers Consulting?
Job Description
Job Description
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.
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