Administrative Assistant - A Better Way Financial

Job Summary

A Better Way Financial is seeking a welcoming, positive, highly organized, and motivated Administrative Assistant for a client-focused, team-driven Financial Planning firm. The Administrative Assistant (AA) is the Director of First Impressions, setting the tone for a positive client experience. The AA will provide office administration and support the entire team by greeting visitors, maintaining the office, answering the phone and managing the calendar, addressing client questions and concerns, contacting prospects and clients, supporting the entire team, and updating client information in the technology tools.

Duties and Responsibilities

· Answering telephone calls, directing them to the appropriate staff member, and resolving client and prospect inquiries effectively.

· Managing the firm’s calendar, scheduling all meetings, and making reminder calls to clients and prospects with a friendly telephone demeanor.

· Warmly greeting and engaging in meaningful conversations with mostly pre-retirees and retirees while offering beverages and cookies meant to enhance their overall experience.

· Handling all the mail for the firm, sending packages via FedEx, UPS, USPS as well as organizing incoming mail.

· Maintaining and updating the CRM, client portal, and shared drives with policy, client, and account information, ensuring accurate and up-to-date data.

· Supporting the staff by preparing and submitting documents for client signature, sending documents to our partners, and supporting our staff with various projects.

· Overseeing office maintenance, including organizing and stocking conference rooms, managing office supplies, keeping the office clean including light dish washing, and decorating the office to create a warm and welcoming environment.

Qualification

• At least 2 years’ experience in an administrative or office support role, Bachelor’s degree in a related field preferred.
• Ability to interact professionally with clients, staff, and external partners.
• Highly organized with exceptional attention to detail and follow-through.
• Demonstrated ability to respond effectively to changing priorities, demands, and timelines.
• Strong problem-solving skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Microsoft Teams, OneNote).
• Familiarity with CRM software, i.e. Salesforce, preferred.
• Knowledge of Charles Schwab or similar institutional banking provider preferred.
• Familiarity with the financial services industry is a plus.
• Must successfully pass a background check.