Investment Services Assistant

Merchants Bank, Winona, has an opening for an Investment Services Assistant.    This individual will serve as Assistant to the Investment Executive team.  This position is responsible for providing administrative and sales support and ensuring smooth daily operations within the office. Requires daily contact with customers by telephone or in person.  Duties involve establishing brokerage accounts, working with mutual funds and investment insurance products, administrative tasks, sales and marketing, and interaction with customers and bank employees.   Requires 2 years of experience as an administrative assistant or similar role.  Excellent verbal and written communication skills.  Strong organizational and multitasking capabilities.  Must be detail orientated, able to prioritize tasks effectively, and have the ability to work independently and as a part of a team.  Ability to conduct all transactions of a highly confidential nature. Experience in the financial services industry and understanding of investments preferred.   Merchants Bank offers competitive wages and benefits for our full-time employees including health, dental, life, disability and vision insurance; flexible spending accounts, 401(k) and ESOP retirement plans; bonus plan; paid time off; tuition reimbursement; and a variety of voluntary supplemental insurance options.   Please click on Apply Now or apply in person at Merchants Bank, Winona (102 E 3rd Street). Questions can be emailed to hr@merchantsbank.com. Merchants Bank is an Equal Opportunity Employer of women, minorities, protected veterans and individuals with disabilities.         Job Summary:             This individual will serve as Assistant to the Investment Executive team.  This position is responsible for providing administrative and sales support and ensuring smooth daily operations within the office. Requires daily contact with customers by telephone or in person.               Work is performed under direct supervision of guidelines and procedures set by the Investment Services Lead Assistant.  The person in this position will also provide scheduling of appointments, general typing (e.g., letters, account applications, data entry, customer correspondence, and miscellaneous projects) and confidential file maintenance.     Essential Responsibilities:   Professional Development: Establish brokerage accounts, including all necessary documents required to open a brokerage account. Gain working knowledge of mutual funds, equities, and other investment and insurance products. Proficiency with Microsoft Suite of products. Interact and network with customers and bank employees. Create a professional atmosphere in the brokerage area and with bank staff. Increase sales skills and marketing awareness. Understanding of compliance issues as required by regulatory agencies and Osaic. Attend training on product knowledge, sales ideas, time management, soft-sell skills, etc.   Administrative: Establish appointments and arrange schedules. Greet and welcome visitors in a professional and friendly manner. Performs initial check of paperwork for accuracy and completeness. Acts as a liaison between investment executive and clearing firm, fund company, and carrier to allow transaction to flow without interruption or delay. Assist with data entry, filing, and maintaining office records in the team/Investment Executive CRM, per regulatory requirements. Service existing accounts; establish systematic investments and withdrawals; request distributions. Utilize money services for ACH or EFT movements for trade settlements. Create customer files. Create and update client database. Develop client lists. Log documents on Osaic office system. Ensure broker file retention requirements are met. Post the daily trade blotter and activity sheets. Maintain a daily tracking of customers’ orders. Keep customer and security holding sheets. Document checks, stock certificates, legal documents, and other forms. Follow up on outstanding account transfer or sales commission issues. Send out professionally prepared correspondence or marketing pieces as needed; organize and prepare mailings. Run sales illustrations for clients. Interaction with Osaic home office staff regarding customer needs and questions. Create and distribute reports to bank staff and management. Attend to filing, faxing, and copying of materials, and organizing work area.   Sales and Marketing: Make proactive calls to customers regarding their needs. Maintenance calls for updates and reviews, and ask about any concerns or needs they may have. Work on quarterly, monthly or weekly newsletters. Help in the design of letters, marketing materials, and other advertising pieces. Assist in designing seminars and events for customers and prospects. May require time outside of regular office hours. Send out birthday, anniversary, congratulations, seasonal and thank you cards to prospects and customers. Help prospect customer over the telephone and set up appointments. Maintain a database of product and service providers and wholesalers; name, address, phone numbers. Monitor bank referral process and acknowledge sales leads. Maintain a high-touch environment with new and existing customers; play proactive role in helping the Investment Executive schedule client and prospect appointments, assist with completing meaningful client/prospect touches or contacts per day (calls or written correspondence).                                       Required Competencies:             2 years of experience as an administrative assistant or similar role.  Excellent verbal and written communication skills.  Strong organizational and multitasking capabilities.  Detail orientated and able to prioritize tasks effectively.  Ability to work independently and as a part of a team when appropriate.  Good time management skills. Ability to conduct all transactions of a highly confidential nature.     Preferred Qualifications:             Experience in the financial services industry and understanding of investments.  Knowledge of office management systems and procedures.  Knowledge of investment and insurance products. Familiarity with CRM systems.    Physical Working Conditions & Demands:             Inside working environment, low machine noise, high traffic area.  Customer exposure. Primarily requires sitting at desk, high degree of finger dexterity.  Will generally not require any lifting of more than 10 lbs.  Terminal/PC work requires good eyesight/ability to focus quickly.     Relationships:             This position is a direct report of the Investment Executive Lead Assistant for fulfillment of duties, responsibilities, and authority.  Will work closely with Investment Executives to meet customers’ needs.

Salary : $23 - $28