Administrative Assistant

OVERALL FUNCTION

The position will play an integral role in supporting our financial advisors throughout the planning process and in growing our business. Without this role, our advisors could not devote their full efforts to our clients; therefore, we view this role as central to our success as an overall team.

You are a fit for this role if you embody our Core Values…

• Grow or Die: You are committed to continual professional development by obtaining additional licenses or designations that help you grow in your seat
• Trustworthy: You are honest and truthful in your communication, both internally and with clients
• Ethical: You have an upright character, possess integrity, and always do what is right, even if no one is looking
• Dedicated: You are committed to the work that you do and you can stand behind that work
• Positive Attitude: You are excited to speak with as well as to help clients, you show up with a no-excuse attitude, and you provide encouragement to your team members

 And if you have the following…

• You are passionate about the process and about efficiency, you possess a knack for maximizing time, prioritizing tasks, and streamlining workflow 
• You are fervent about the confidentiality of client data and show discretion in sensitive matters
• You are intellectually curious, always asking “why,” connecting the dots, and seeking to solve problems
• You are obsessed with details, organization, and order
• You can work both autonomously and collaboratively and can pivot between different areas of support to lend a helping hand
• You have excellent oral and written communication skills
• You have confidence in a variety of settings, are able to hold your own, to think on your feet, and to answer questions directly
• You have a desire for managing and for providing an overall positive client experience

Bonus points for……

• Experience in the financial industry or 401(k)-related field
• Bachelor’s Degree, preferred
• Broad knowledge and experience with MS Office applications such as: Word, Excel, and Outlook
• Ability to assess client needs and to communicate effectively
• Holding your Illinois Life & Health license; or obtain in first three months of hire

Financial Representative Support

• Assist in the tracking of opportunities throughout the sales cycle via CRM
• Answer and direct telephone calls, as appropriate
• Reach out to clients to help schedule meetings for both partners, own everything related to the calendar, and confirm client appointments
• Contact clients to confirm receipt of forms or request return of completed forms
• Communicate with clients, home office, and other third parties to supply or obtain information
• Meet with the advisors to review current cases and to help facilitate their movement
• Additional ad hoc requests

401(k) Client Service

• Address client, plan, or vendor related inquiries in a timely and professional manner
• Maintain client data via CRM as well as database for tracking current plans or prospects
• Assist in quoting for new plans, building of proposals, and generating materials for meetings
• Communicate proactively with joint work partners and help maintain those relationships
• Provide follow up emails and material to clients or prospects after each meeting

401(k) Administrative Support

• Schedule client/vendor meetings, webinars, and other meetings, as needed
• Complete tasks that support the preparation of materials needed to help the sales of new plans
• Process paperwork to establish new plans with our back office as well as with the vendor

SALARY & BENEFITS

• $40,000 - $55,000 base salary (depending on licenses, credentials, and experience)
• Build your salary by continual professional development
• Bonus potential
• Benefits: 401(k) with Match & Profit Sharing, Short-term Disability, Long-term Disability, Health, Vision, and Dental

Visit our webpage to learn more about our services, how we approach planning, and our team: https://www.vistawealthmanagementgroup.com/team.htm