Administrative Assistant

Position Summary

Do you enjoy greeting people? Are you organized and able to work independently? Do you have exceptional attention to detail and the ability to be prepared, responsive and willing to meet each challenge directly? Are you computer-savvy? Are you a multi-tasker and have excellent communication skills? If so, you may be the person we are looking for to work at our agency.

We are looking for an Administrative Assistant to answer phone calls and greet clients in a friendly, energetic, personable, professional, and polite manner. Most importantly, has a genuine desire to meet the needs of clients, advisors, and staff members.

Essential Duties and Responsibilities

· Ensure the reception desk and telephone always has coverage during business hours.
· Coordinates and works with other staff to assure front desk coverage requirements are met including coverage for lunch, breaks, on another call and days off.
· Accept calls using a multi-line telephone system.
· Greet clients, and other visitors.
· Direct clients and refer calls/messages to the appropriate advisor or staff members.
· Schedule and confirm appointments and maintain calendars.
· Inform advisors of client(s) arrival or cancellation.
· Copy, scan, save, and maintain documents, statements, or electronic documents.
· Work closely with superiors and peers to ensure advisor’s and client’s needs are being
met.
· Assist financial advisors with pulling their monthly client review list and make updates
when needed.
· Create and update marque wording.
· Generate and distribute monthly client birthday communication.
· Keep common areas clean and organized and ensure office inventory is stocked.
· Offer support to the health department during open enrollment.
· Assist with agency marketing campaigns.
· Provide additional support as needed to others, as necessary.
· Other duties, responsibilities, or activities may be assigned or directed at any time.

Knowledge, Skills & Abilities

· Experience with business technology (e.g., Outlook, Microsoft Office, CRM system and Adobe).
· High school diploma/GED required college degree a plus.
· One or more years customer services experience.
· The knowledge and experience to independently perform clerical or office work of any
kind.
· Strong verbal and interpersonal skills and the ability to organize and prioritize work.
· Ability to proficiently use a multi-line telephone system, computer, copier, and fax
machine.
· Must maintain proper and professional telephone voice and utilize proper telephone etiquette.
· Ability to make customers feel welcome by utilizing a personable approach to service and maintaining a positive attitude.
· Ability to multi-task.
· Be a self-motivated individual and display initiative.
· Be able to handle emotional, confrontational people in a calm and professional manner.
· Ability to maintain integrity of sensitive/confidential information.

Job Type: Full-time

Pay: $35,000.00 - $43,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Paid time off
• Retirement plan

Schedule:

• Monday to Friday

Work Location: In person