Administrative Assistant

Ameriprise Financial; Honolulu (HI); On-site; USD 49,500 - 60,500; Full time

Benefits offered by this job

401(k)

401(k) matching

Dental insurance

Health insurance

Health savings account

Life insurance

Paid time off

Vision insurance

Job summary

Ameriprise Financial is seeking an Administrative Assistant to support a fast-paced financial planning office. You will schedule meetings, prepare client communications and presentations, and track new business.

The role involves coordinating events, responding to ad-hoc requests, and maintaining orderly records while adhering to advisor guidance and compliance requirements. The position offers long-term career opportunities within the operations division and requires in-person work at the

Qualifications

• Experience providing administrative support in a professional setting.
• Ability to handle client communications and scheduling.
• Familiarity with FINRA guidelines is a plus.

Responsibilities

• Prepare correspondence and client materials for advisors.
• Schedule meetings, manage calendars, and prepare meeting agendas.
• Respond to client inquiries and coordinate follow-ups.
• Greet clients, provide hospitality, and document interactions.
• Coordinate and track marketing events, seminars, and client appreciation activities.
• Maintain files and organize records per policy.

Skills

Organizational skills

Computer skills

Attention to detail

Communication

Time management

Multi-tasking

Compliance awareness

Tools

Office software

Job description

Administrative Assistant

Help conduct the smooth operation of a fast-paced—and friendly—financial planning office. Assist in daily business operations. This role provides administrative support by scheduling meetings, preparing presentations, preparing client communications and tracking new business. It is responsible for responding to ad‑hoc requests, coordinating and tracking projects, and managing routine tasks such as filing, copying, troubleshooting printer problems, and organizing client seminars. Responsibilities and time allocation may change over time to meet the needs of the practice and can include other duties as assigned by the advisors. This position offers 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, 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

Benefits

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

Job Type: Full‑time
Pay: From $55,000.00 per year
Schedule: Monday to Friday
Location: In‑person, Oakbrook Terrace, IL
Ability to commute: Required
Ability to relocate: Must relocate before starting work