Administrative Assistant to Financial Planners

We are looking to add a team player to our firm in Salem, around 30 hours per week. Experience in the financial services industry/must have basic financial planning language knowledge. Desired working hours are 9-3pm, but are flexible for this in-office role.

Roles and Responsibilities:

Investment Clients and Annual Reviews

• Send clients disclosers, ensure advisor is following REGBI guidelines and properly notated in client paper file and on A360
• Search for new investment profiles based off appropriate allocation provide by advisor
• Complete new account paperwork, ensure accuracy and compliance, monitor from beginning to the end of process
• Responsible for funding new accounts either via check or ETF and ensuring new trades are placed and account positions are fulfilled, update advisor on any account positions that have not met requirements
• Keep updated on any changes occurred within A360 systems, know how to pull reports and what these reports entail. (i.e., cost basis, gains, client asset summaries, aggregated info, balances as of certain dates)
• Follow up with clients and ensure they receive account logins appropriate to their situation (i.e., linking accounts, password issues, etc.)
• Receive and process client requests for money. Document each transaction.
• Proactively review calendar for annual reviews and have appropriate material ready
• Set dockets to follow up with clients for account maintenance, remind advisor of any follow up items to be completed
• Follow up with various departments and companies regarding alerts, funding or client issues, regulatory issues and requirements
• Maintain annual review addresses, create merge mailings, send out annual review letters and file in files and upload letters into A360
• Be available during business hours to respond to questions when not in office.

Filing/File Cleanup

• Create new client files per office systems
• Create client profiles
• Update files as needed

Database

• Clean up and merge appropriate clients (householding) with A360
• Ensure settings are correct for each advisor
• Ensure passwords are maintained and available from each platform being used.
• Become an expert on A360 and I360, our CRM

Home Office Communication

• Communicate with HO on any client issues, keeping compliance updated and provide any needed documentation
• Communicate with compliance on advisor file audits, provide requested materials via mail or scan

Office Expectations

• Be flexible enough to perform multiple tasks throughout the day
• Be prepared to handle extra responsibilities if other staff members are unable to perform required tasks
• Dress in a professional manner during business hours
• Answer telephone calls and take accurate messages
• Never share client names or their information with public
• Be on time

Website

• Maintain and update website, edit graphics, ensure accurate information
• Log communications received via website and forward to appropriate advisor
• Make sure compliance is met

Social Media/Special Projects

• As needed, update social media and the support
• Compliance is met

Potential for benefits if candidates fits needs of full time employment

Job Type: Part-time

Pay: $21.00 - $23.00 per hour

Expected hours: No more than 30 per week

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Retirement plan

Schedule:

• Monday to Friday

Experience:

• Customer service: 1 year (Preferred)
• office: 1 year (Preferred)
• Financial services: 1 year (Preferred)

Work Location: In person