Administrative Assistant

Assist financial advisors with daily activities in a fast-paced financial planning office. Responsibilities include maintaining calendars, scheduling appointments, answering phones, greeting clients, and relieving advisors of clerical work and administrative and business detail by performing the following duties.

Essential Duties and Responsibilities:

• Answers phones, screens calls, routes calls and take and delivers accurate messages.

• Composes and types of routine correspondence. Prepares paperwork for client meetings.

• Prepares client applications and forms and submits forms to corporate office for processing.

• Finalizes client follow up letters and mail/email to client and submit to corporate office.

• Coordinates advisor’s schedule and makes appointments.

• Greets scheduled visitors and directs to appropriate area or person.

• Manages all incoming and outgoing mail.

• Supports advisor on any marketing projects.

• Organizes and maintains supplies and arranges for equipment maintenance.

• Accepts and performs other duties as assigned.

Competencies:

• To perform the job successfully, an individual should demonstrate the following:

• Customer Service – Manages difficult or emotional customer situations; responds promptly to customer needs and to requests for service and assistance.

• Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality; Keeps emotions under control; Remains open to others' ideas and tries new things.

• Oral Communication – Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions.

• Written Communication – Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information.

• Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building positive team spirit; Puts success of team above own interests; Supports everyone's efforts to succeed.

• Ethics – Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

• Organizational Support – Follows policies and procedures; Completes administrative task correctly and on time; Supports organizations goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

• Motivation – Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence.

• Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Develops realistic action plans.

• Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration; Accepts responsibility for own actions; Follows through on commitments.

• Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

• Adaptability – Adapts to change in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent changes, delays or unexpected events.

• Attendance/Punctuality – Is consistently at work on time; Ensures work responsibilities are covered when absent; Arrives at meetings on time.

• Dependability – Follows instructions, responds to management direction; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan.

Qualifications:

To perform the job successfully, an individual mut be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made available to enable individuals with disabilities to perform the essential function.

Education and/or Experience:

High School diploma and one to two years related experience and/or training.

Language Skills:

Ability to read and interpret documents such as company policies, regulations and instructions, procedure and compliance manuals is essential. Ability to draft routine reports and correspondence. Ability to speak effectively with individuals as well as groups of customers or employees of the organization.

Mathematical Skills:

Ability to add,