Administrative Assistant to Financial Representative

OVERALL FUNCTION

Open to this being a full-time or part-time role.

The financial representative assistant specializes in client service to ensure the maintenance of an efficient, organized office that allows the representative to focus his/her energy on building client relationships. The assistant is a liaison between the home office, financial representative, network office support team and clients. Specific responsibilities may include but are not be limited to:

SUPPORT

•           Maintain financial representative’s calendar and schedule follow-up appointment

•           Answer telephone calls and direct them as appropriate

•           Input data, print proposals and gather information at direction of financial representative in preparation for client/prospect meeting

•           Contact clients to set up follow-up meetings with representative

•           Contact clients to confirm receipt of forms or request return of completed forms

•           Maintain current client information for all product lines

•           Monitor Daily Status Report (DSR) and expedite any additional underwriting requirements

•           Communicate with home office, NMIS and fund families as needed to supply or obtain information

•           Prepare/print letters of instruction for client signature

•           Prepare policies for delivery

•           Generate lead letters and implement marketing programs

CLIENT SERVICE SUPPORT | NON-SECURITIES PRODUCTS

•           Review insurance applications, conversions and policy changes for completeness and accuracy and return to representative for any missing information

•           Arrange medical, paramedical and any exams necessary for underwriting

•           Provide current status and account values for non-securities related accounts

•           Contact clients regarding late payments

•           Process incoming non-securities related insurance service requests from clients (process address changes, bank change information, loan requests and ISA service inquiries)

•           Prepare account summaries for variable and securities owners

CLIENT SERVICE SUPPORT | VARIABLE INSURANCE/ANNUITY AND INVESTMENTS

•           Gather information for financial representative’s meetings with clients/prospects (prospectuses, annual reports, Morningstar reports). 

•           Enter investment data into planning software (non-asset allocation components only) and distribute NMIS related forms to existing clients

•           Review variable insurance/annuity applications, conversions and policy changes for completeness and accuracy and return to registered representative (RR) if missing information

•           Review NMIS forms for completeness and return to RR if missing information

•           Arrange medical, paramedical and any exams necessary for underwriting

•           Monitor Items for Attention (IFA) and bring any action items to the RR’s attention

•           Complete order tickets and new account forms based on information obtained by RR

•           Identify need for switch letters and discuss with RR

•           At RR’s direction, initiate fund/NMIS transfers, exchanges and redemption requests

•           Receive and forward checks and related paperwork to the network office and home office investment operation areas

•           Work with network office, NMIS and fund families to resolve client account issues

•           Provide account values and performance to clients at the direction of RR

QUALIFICATIONS

•           Experience in administrative support or customer service, preferably in the financial services and/or insurance industry

•           Health and life licensed or gain licensing within 6 months of employment

•           Excellent oral and written communication skills

•           Familiarity with Microsoft applications and data entry and information retrieval software

•           Demonstrated organizational and time management skills and ability to multitask, set priorities and meet deadlines

•           Strong attention to detail with the ability to work with a high degree of accuracy

•           Ability to work in a fast-paced environment

•           Ability to work both independently and on a team

•           Ability to maintain confidentiality

•           Continue insurance education through schools, academies, licenses, registrations and designations