Administrative Assistant

Medalist Wealth Management is a Grand Rapids-based financial advisory firm specializing in retirement planning and comprehensive wealth management services. We pride ourselves on a client-centric approach – putting clients at the core of our business, not a corporate agenda.

Position Summary

We are seeking a professional and proactive Administrative Assistant to join our team in Grand Rapids, MI. In this full-time, in-office role, you will play a pivotal part in ensuring our office runs smoothly and our clients receive outstanding service. Flexible hours are available as part of our commitment to work-life balance, though the role is primarily on-site.

Compensation: $40,000 – $50,000 Bonuses

Key Responsibilities

• Administrative Support: Provide high-level administrative assistance to the wealth management team to ensure smooth daily operations. This includes answering and directing phone calls, managing incoming emails, and greeting clients and visitors with professionalism and warmth.
• Calendar & Meeting Management: Manage advisors’ calendars by scheduling client appointments, review meetings, and internal team meetings. Coordinate meeting logistics and reminders, and ensure conference rooms or virtual meeting links are prepared.
• Client Service & Communication: Serve as a friendly, reliable first point of contact for clients. Handle client inquiries or requests by phone and email, route messages appropriately, and follow up to ensure client needs are met promptly. Maintain a welcoming reception for any on-site client visits.
• Documentation & Record Keeping: Prepare and organize documents for client meetings and account openings, such as account forms, investment or insurance applications, presentations, and portfolio reports. Assist advisors in compiling meeting packets and ensure all paperwork is completed accurately. Maintain both electronic and paper filing systems with up-to-date client records.
• CRM & Data Management: Maintain the Client Relationship Management (CRM) system by updating client information, meeting notes, and task reminders. Ensure data accuracy and help track key client service milestones. Generate reports or client account summaries from the CRM or financial software as needed.

Qualifications:

• Education & Experience: High school diploma or equivalent required. Proven experience in an administrative or office support role (ideally 1 year in a professional office environment).
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) is essential. General computer savvy and ability to quickly learn new software and systems.
• Organizational Skills: Excellent organizational and multitasking abilities with keen attention to detail. Able to manage calendars, files, and tasks efficiently to meet deadlines.
• Communication: Strong verbal and written communication skills. Professional phone etiquette and a customer service mindset are a must for frequent interaction with clients.
• Integrity & Discretion: High degree of professionalism, reliability, and discretion. Ability to handle sensitive financial information with confidentiality and uphold client privacy.
• Team Player: A cooperative attitude and willingness to assist colleagues. Self-motivated with the ability to work independently when needed, but also not afraid to ask questions and seek guidance.
• Industry Experience: Prior experience in a financial services, wealth management, or banking environment is a plus. Familiarity with the workflow of a financial advisory office or understanding of basic financial terminology will be beneficial.
• CRM/Software Knowledge: Experience using Client Relationship Management (CRM) systems (e.g., Salesforce, Redtail, or similar) to manage client data. Exposure to financial planning software or portfolio management tools (such as eMoney, Orion, or others) is an advantage.

Thank you for considering a career with Medalist Wealth Management. We are excited to meet the next member of our team! Together, we will continue to foster a supportive, flexible, and growth-driven workplace while helping our clients achieve first-place retirements.

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Ability to Commute:

• Grand Rapids, MI 49546 (Required)

Work Location: In person

Salary : $40,000 - $50,000