Administrative Assistant – Financial Services

TalentLink Solutions; Merrillville (IN); On-site; USD 40,000 - 55,000; Full time

Job summary

A financial planning firm is seeking an organized Assistant to support their advisory team and clients. Key responsibilities include managing client interactions, assisting with marketing efforts, and providing administrative support to enhance client relationships. Ideal candidates should have a Bachelor's degree in a related field and at least 3 years of administrative experience. Proficiency in Microsoft programs and a strong detail-oriented approach are essential for success in this role.

Qualifications

• 3+ years’ experience in an administrative role required.
• 1+ years’ experience in marketing or communications preferred.
• Intermediate to Advanced skills in Microsoft programs.

Responsibilities

• Greet and welcome clients professionally.
• Assist in preparing documents for client meetings.
• Handle client inquiries and ensure excellent service.
• Manage the firm's website and social media accounts.

Skills

Organizational skills

Client communication

Technology proficiency

Attention to detail

Education

Bachelor's degree in finance, marketing, or business

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

We are a woman-owned and women-led Financial Planning firm dedicated to providing personalized Retirement Income Planning and Investment Advisory services to more than 300 families. Our firm prides itself on creating customized strategies to meet the unique needs of each client, combining experienced financial advice with a warm, client-centric approach. We are highly service-oriented, and our clients stay with us because of the incredible experience they receive. We are here to be our clients’ advocate and guide as they navigate the complexities of life, particularly when moving into and through retirement. We are a close team and support each other to achieve this mission!

We are expanding and hiring a highly organized and efficient Assistant to join our team. This position is crucial in supporting the advisory team and the clients, including facilitating and maintaining ongoing client support, answering general inquiries, handling various client matters, researching and resolving client service issues, preparing required documents, marketing efforts, and administrative tasks. You're an administrative pro who can deepen client relationships through phone conversations. You are organized and able to work independently while thoroughly enjoy being part of a team. You love organizing paper and projects and enjoy filling out forms meticulously. You take immense pride in your work, you’re a go-getter when it comes to follow through, and details rarely slip your grasp. You are also a bit of a techie, with intermediate to advanced level skills in all Microsoft programs, and you love learning and using new technology.

Key Responsibilities

Client Interaction

• Greet and welcome clients in a friendly and professional manner in person and over the phone
• Assist in preparing for client meetings, including compiling necessary documents and information
• Handle client inquiries and follow up on outstanding tasks or requests
• Ensure a positive client experience by providing excellent service and timely responses

Marketing Assistance

• Personalize and send marketing emails and client mailings
• Manage and update the firm's website, social media accounts, and other online marketing channels
• Organize and participate in client events and webinars
• Plan and organize events, including client appreciation events and seminars
• Coordinate logistics, invitations, and follow-ups for events

Administrative Support

• Handle incoming and outgoing phone calls as well as respond to client requests promptly and professionally
• Schedule meetings and manage calendars for the advisory team
• Generate reports and maintain accurate records of client information
• Order supplies and coordinate client gifts to enhance client relationships

Qualifications

• Bachelor's degree in finance, marketing, business, or a related field highly preferred
• 3+ years’ experience in an administrative role
• 1+ years’ experience in marketing or communications highly preferred
• Intermediate to Advanced skills in all Microsoft programs (Word, Excel, PowerPoint, Outlook)
• Ability to communicate with clients and business contacts in a courteous and professional manner both verbally and in written format
• Strong with technology and aptitude to learn new software programs
• Ability to prioritize and handle a variety of changing responsibilities and manage time-sensitive projects with specific attention to detail
• Ability to work independently and as part of a team
• Detail-oriented and able to manage multiple tasks and deadlines

Additional Information

Hours are Monday through Thursday between 8:30am – 5:00pm and Friday between 8:30am – 4:00pm.