Administrative Assistant / Receptionist

Expiring today

Employer
Kanner Financial Services LLC
Location
North Haven
Salary
Competitive
Posted
Feb 02, 2018
Closes
Feb 22, 2018
Industry
Computer
Employer Type
Direct Employer
Employment Type
Permanent
Hours
Full Time
Job Description

Summary of Essential Duties

The Administrative Assistant provides direct administrative support to the firm and manages all general administrative processes and procedures. The Administrative Assistant is the first point of contact with clients, coordinating client appointments and delivering an exceptional client experience.

Outcome

A successful Administrative Assistant will:

  • Make people entering the office feel truly welcome and by being cheery and upbeat, greeting people by name, directing them to the appropriate waiting space, offering refreshments and doing what is appropriate to ensure their experience is pleasant
  • Efficiently / accurately complete administrative tasks and running of the office to allow advisors to focus on wealth strategies that help clients reach their financial goals
  • Increase operational efficiency and improve administrative procedures
  • Minimize scheduling issues and conflicts
  • Maintain high levels of client satisfaction and build relationships with firm clients

Responsibilities

  • Answer phones, route calls and take / distribute messages
  • Schedule, calendar and manage tasks and activities in CRM and team members' calendars
  • Manage incoming and outgoing communications (telephone, email and faxes)
  • Provide general office support (photocopying, faxing, filing, office errands, creating documents, etc.).
  • Review, sort and distribute incoming mail
  • Greet clients/prospects with enthusiasm, offer food and beverage and seat them for meetings
  • Complete office opening and closing procedures
  • Maintain all office machines, renew any contracts and learn how to use all equipment
  • Order and maintain office supplies (including firm collateral, information packages, kitchen supplies, general office supplies, postage supplies, etc.)
  • Maintain overall cleanliness of office (dust, vacuum, empty and take out trash, defrost freezer, run dishwasher, maintain plants, etc.)
  • Manage client touches and birthday process, cards / gifts (Sympathy, Get Well, Thinking of You, etc.)
  • Handle scheduling for any related non-client related processes (i.e. performance reviews, interviews, team outings, etc.)
  • Complete operations / client service tasks as requested and train to be competent in all areas over time
  • Update processes / procedures related to the Administrative Assistant position
  • Complete back-up duties, requests and additional projects as assigned

Knowledge, Skills & Attributes

  • High School diploma mandatory, Bachelor's degree preferred
  • Financial services experience preferred
  • Comfortable working with industry related software (Junxure, eMoney, Morningstar preferred)
  • Expert computer skills, including advanced knowledge of Microsoft Office, Excel and PowerPoint
  • Strong math and analytical skills
  • Excellent oral, written and interpersonal communication skills
  • Professional appearance and demeanor
  • Impeccable ability to maintain confidentiality and integrity
  • Effective follow-up skills and ability to meet deadlines without prompting
  • Flawless attention to detail and accuracy required
  • Energetic, eager to learn, willing to cooperate
  • Self-motivated with ability to work well independently and under direction
  • Comfort with being a "team player" and doing whatever is needed, big or small

Additional Comments

  • Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time
  • Background check will be completed