Administrative Assistant - Financial Services

TalentLink Solutions; Saint Joseph (MO); On-site; USD 35,000 - 50,000; Full time

Benefits offered by this job

Flexible working environment

Supportive team atmosphere

Job summary

A financial services firm in St. Joseph, MO is seeking an Administrative Assistant to provide support to Advisors and clients. This role involves greeting clients, scheduling meetings, maintaining records in the CRM, and handling office operations. The ideal candidate is organized, tech-savvy, and enjoys enhancing client experiences. Qualifications include a High School Diploma, proven experience in administrative roles, and proficiency in Microsoft Office Suite and CRM software. The position offers a dynamic work environment focused on exceptional client service.

Qualifications

• 1-3 years of proven experience in a professional setting required; 5+ years preferred.
• Excellent organizational and time management skills.
• Strong technology skills and proficiency in Microsoft Office Suite.

Responsibilities

• Greet and welcome clients in a professional manner.
• Schedule and confirm appointments for multiple individuals.
• Maintain accurate client records in the CRM system.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Proficiency in Microsoft Office Suite

Technical adaptability

Interpersonal skills

Education

High School Diploma or GED

Bachelor’s degree in business administration or related field preferred

Tools

Microsoft Office Suite

CRM software (Redtail)

NetX360

Albridge

Job description

We are a boutique, independent financial services firm supporting approximately 200 client households. We have proudly served our clients for over 25 years and operate in the beautiful St. Joseph, MO area just north of Kansas City. We have built our reputation on exceptional attention to detail, personalized service, and our clients stay with us because of the level of care and expert guidance they receive. We provide tailored, comprehensive solutions designed around each client’s unique circumstances and goals, integrating financial, retirement, tax, and investment planning. No matter the life stage, we serve as our clients’ advocates, helping them navigate the complexities of their financial journey.

We are expanding our team and hiring an Administrative Assistant to support our Advisors and our clients. In this role, you are the first person the client or prospect will typically meet and interact with and will set the stage for a friendly and professional experience. You will proactively communicate with clients to schedule and confirm meetings and keep their data up to date in the firm’s CRM and related company software/tools. You will be responsible for client meeting preparation, tracking correspondence, and working on follow-up items after meetings. You will also be responsible for office operations to keep us running smoothly. The ideal candidate will be someone who enjoys technology, learning new systems, and finding efficiencies. Involvement in marketing initiatives and proactive client communication are integral parts of this role. You are organized, self motivated, and like being part of a team. You find satisfaction in following through and completing tasks thoroughly, and catching the details others might miss.

You bring a natural curiosity and genuine pride to everything you do. You are comfortable learning and using technology, and are excited to maximize our Client Relationship Manager (CRM) software, Redtail.

Responsibilities

• Greet and welcome clients in a professional and courteous manner
• Answer phone calls, schedule and confirm appointments for multiple individuals
• Work closely with the Advisors to ensure they are prepared for client meetings and have all materials and documents needed to be successful
• Perform support functions for the office, including maintaining paper and electronic files, preparing recurring and ad hoc correspondence, and running reports
• Handle routine matters for clients as directed by Advisors to include processing name and address changes, online access support, etc.
• Create and maintain accurate client records in the CRM system (Redtail), ensuring all confidential and required information is securely stored; this role will grow into the subject matter expert on this tool ensuring data integrity
• Support the data entry of client information into all platforms
• Maintain compliance records such as advisor continuing education, gift logs, correspondence logs, etc.
• Organize team meetings, order lunch, take notes
• Assist with marketing initiatives; birthday cards for clients, client gifts, planning workshops and events, supporting social media efforts, and website updates
• General office and building management; order supplies, prepare conference room, coordinate with vendors, etc.
• Performs clerical duties such as filing, scanning, faxing and coffee preparation
• In charge of monthly mail outs and will assist with special projects
• Follow, manage, and monitor task list, effectively prioritizing time‑sensitive requests or issues
• Assist with other duties and projects, research requests and operational follow-up items as assigned

The ideal candidate

• High School Diploma or GED required; Bachelor’s degree in business administration, finance, or a related field preferred
• 1-3 years of proven experience in a professional setting as a receptionist, executive assistant, or administrative assistant required; 5+ years highly preferred
• Excellent organizational and time management skills and strong documentation habits
• Exceptional written and verbal communication skills
• Strong technology skills and proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and CRM required
• Industry specific software experience preferred, including NetX360, Albridge, Redtail
• High level of professionalism and confidentiality, with a strong attention to detail
• Highly organized and adaptable, with the ability to multitask and shift between responsibilities throughout the day
• Superior phone skills; friendly and helpful in all interactions on the phone
• Ability to prioritize and solve problems while maintaining composure and focus