Administrative Assistant Financial Services
Administrative Assistant duties and responsibilities include providing high quality administrative support to ensure efficient operation of the office. Provides great customer service to clients, visitors, and vendors with positive attitude.
Ability to effectively communicate via phone and email. Ensures that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.
Responsible for confidential and time sensitive material. Problem solve and provide possible solutions and options.
Familiar with a variety of the field's concepts, practices and procedures, Microsoft Excel, PowerPoint, and Word.
Duties and Responsibilities Include:
- Prepare client forms, and applications as directed by the advisor.
- Process forms and applications making sure that they are correctly completed.
- Follow up on any processed paperwork. Resolve any issues that may arise such as Not in Good Order notices.
- Completes and maintains compliance logs and correspondence as required by OSJ and firm. Preparation of regularly scheduled reports.
- Research & resolution for any client activities
- Answer and direct phone calls.
- Organize and schedule meetings and appointments.
- Produce and distribute correspondence memos, letters, faxes, and forms. Photocopy and print out documents as needed. Generate reports as needed by the advisor. Write letters and emails on behalf of President, financial advisor and other advisor staff.
- Provide general support to visitors.
- Provide information by answering questions and requests.
- Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs. Coordinate repairs to office equipment.
- Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies.
- Maintain professional and technical knowledge.
- Contribute to team effort by accomplishing related activities as needed.
- Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
- Maintain computer and manual filing systems.
- Handle sensitive information in a confidential manner.
- Reply to email, telephone, or face to face enquiries. Answer telephone calls and pass them on
- Receive, sort and distribute the mail.
- Manage President/advisor appointments.
- Greet and assist visitors to the office.
- Become proficient at Firm and Broker-Dealer specific software and technology.
- Assist in planning client, vendor, firm events.
KNOWLEDGES, SKILLS, AND ABILITIES:
Knowledge of: Office automation, network administration, information processing principles and practices; research techniques, methods and procedures; computer operations and concepts of operation systems, utilities and application software; principles and practices of modern office management, office procedures, systems, and equipment; records retention and disposal; business English and possession of an excellent vocabulary.
Ability to: Maintain client confidentiality. Independently analyze and solve problems. Maintain, retrieve, compile, and report complex administrative, and confidential records; compose effective and accurate correspondence; establish and maintain effective working relationships with clients, supervisors, and the public; maintain confidential information; and render advice or assistance; and effectively operate office machines.
MINIMUM QUALIFICATIONS:
High school diploma, GED, or the equivalent. Must be able to pass a satisfactory background check which includes criminal, education, financial and employment history. Experience must have included spreadsheet applications, word processing programs operation, scheduling and/or coordinating meetings and functions.
