Administrative Assistant

Full job description

Position title: Administrative Assistant

Position Description:

Step into an instrumental role as an Administrative Assistant with Ardent Wealth Advisors, a private wealth advisory practice of Ameriprise Financial Services, LLC. Help conduct the smooth operation of a fast-paced—and friendly—financial planning office. Assist in daily business operations. The administrative assistant supports the many different tasks for which the practice is responsible.

This role provides administrative support by scheduling meetings, preparing presentations, preparing client communications and tracking new business. This role is responsible for responding to ad hoc requests, coordinating/tracking projects and/or managing business-as-usual projects such as filing, copying, researching printer problems, and/or organizing the logistics of a client seminar.

Responsibilities and time allocation will change over time to meet the needs of the practice and can include other duties as assigned by the advisors. This position has long term career opportunities within the operations division.

Position Functions:

• Prepare correspondence for advisor signature
• Copy and track all client and practice materials including business correspondence
• Schedule client appointments and prepare agendas/ forms for appointments
• Conduct client appointment reminder calls and check-in calls on follow up items
• Greet clients upon arrival and extend hospitality
• Write notes or letters to clients of administrative nature only and administer client appreciation
• Document client contacts/calls
• Track client special events and make appropriate contact per established client contact model
• Coordinate marketing events and client appreciation events and seminars for the practice
• Answer questions and provide readily available information to clients, as it relates to servicing their accounts
• Work with home office to ensure accurate account setup and resolve issues
• Maintain files and records in accordance with the records retention policy
• Answer unsolicited calls from prospects to schedule appointments or refer to advisor
• Order supplies and other office related items
• Review and respond to emails as necessary

Key Traits of a Successful Administrative Assistant:

• Strong organizational and computer skills
• Direct attention to detail and organization
• Effective communication with clients and other advisors/staff
• Effective and efficient time management
• Polite and clear phone manner
• Ability to multi-task
• Ability to adhere to rules and regulations as stated and required by advisor and FINRA
• Ability to support and provide guidance for compliance within the advisor’s practice
• Positive attitude and sincere willingness to constantly learn and grow

More about Ardent Wealth Advisors:

Mission: To be the trusted advisor to our clients, their families, and the generations that follow. To empower our clients to achieve their dreams through a collaborative approach, grounded in integrity, informed by our collective expertise, and realized through creative solutions and strategies.

Values:

• Act with intergrity with our clients and colleagues
• Celebrate achievements and seek opportunites to improve
• Build trusted relationships with our clients and within our team
• Engage in meaningful work
• Strive for excellence

Job Type: Full-time

Pay: From $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to Commute:

• Oakbrook Terrace, IL (Required)

Ability to Relocate:

• Oakbrook Terrace, IL: Relocate before starting work (Required)

Work Location: In person

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