Part-Time Administrative Assistant

Who are we?

We are Flagship Financial Advisors, a Nashville-based, independent, privately-owned investment and wealth management practice providing fiduciary fee-based active management and other advisory services to clients throughout the United States. Our firm is staffed by professionals with more than six decades of collective financial advisory experience and supported by relationships with global investment research firms.

We have an opening for a Part-Time Administrative Assistant. This role is a key part of our growing practice and will help service our rapidly expanding client base. This part-time role will work a flexible schedule of approximately 24-30 hours per week and be in the office M-F.

The team is seeking a dynamic and organized individual with 2+ years of high-level client service or administrative experience, preferably in the financial services industry, to partner with their advisors and work under the direct supervision of the Client Service Manager (CSM) to focus on the existing client base to provide an exceptional client experience.

The Day to Day:

Office and Administration and Client Service

• Own the client recognition process including sending birthday cards, anniversary cards, and other client event communication.
• Coordinate client reviews by scheduling appointments, sending reminders, and ensuring client pre-meeting, meeting, and post-meeting processes are implemented.
• Keep conference rooms ready for appointments including replenishing supplies, ensuring overall tidiness, and confirming A/V requirements
• Communicate with building management as needed including maintenance requests
• Maintain inventory of office supplies and shop for supplies and snacks as needed
• Maintain client files/filing including electronic files and CRM (Client Relationship Management) information updates
• Send out new client welcome letters and other client communications as needed
• Set and track temporary office reservations
• Assist CSM with information and documentation requirements for new accounts, transfers, and more
• Answer client questions as able to assist the Client Service Manager

Event Planning and Coordination

• Compile guest lists/send out invitations for all Flagship Financial Advisors events
• Communicate with venues including scheduling reservations and setting menus
• Coordinate with wholesalers who are sponsoring events and ensure all compliance documentation is submitted in good order and any required pre-approval is obtained

Marketing Support

• Communicate with vendors including requesting quotes and following up on requests and projects
• Assist with social media postings (monthly campaigns, holidays, blogs)
• Maintain a library of marketing materials including working with vendors on marketing material ordering & cost estimates

Our Ideal Candidate:

Our ideal candidate is someone with a positive, upbeat attitude who is a strong team player and who understands the importance of an impeccable level of service. This person must also demonstrate a genuine understanding of the importance that both new and existing client relationships have on the long-term success of the practice. We want strong collaboratorswho can deliver a world-class client experience. We are looking for people who thrive in a fast-paced environment, are client-focused, team oriented, and are able to execute in a way that encourages creativity and continuous improvement.

Requirements:

• Prior customer service experience (financial services background preferred but not required)
• Proficiency in Microsoft Office and CRM applications
• Experience working in Canva or other graphic design programs (i.e. Adobe)
• Client-first attitude

Core Competencies:

• Organized with strong attention to detail and problem-solving abilities
• Effective oral and written communication; able to explain complex information clearly and simply
• Time management skills with the ability to handle multiple projects and deadlines
• Outstanding interpersonal skills with the ability to build and foster relationships with clients, coworkers, and internal/external partners
• Ability to analyze and research information independently

Preferences:

• Bachelor’s degree or relevant experience
• Experience working with Financial Advisors preferred
• 2+ years’ experience in the financial services field or other high-touch client service role