Administrative Assistant - St. Charles, MO

Advisor Talent Solutions; Saint Charles (MO); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Simple IRA

PTO

Job summary

Advisor Talent Solutions in Saint Charles, MO is seeking an Administrative Assistant to support daily operations and deliver a white-glove client experience. You will greet clients, manage calls, schedule appointments for seven advisors, and maintain CRM accuracy.

The role requires a Bachelor’s degree and 1+ year of office experience. Strong interpersonal skills, organization, and discretion are essential for success in a fast-paced environment.

Qualifications

• Bachelor's degree required.
• 1+ year in a professional office.
• Proficient across platforms and OS.
• Excellent organizational and time management skills.
• Strong client service and interpersonal abilities.
• Reliable with confidential information.

Responsibilities

• Welcome clients and visitors with professionalism and warmth.
• Answer and direct incoming phone calls.
• Offer beverages and hospitality to clients and guests.
• Calendly appointment management on calendars.
• Maintain the firm's CRM system through accurate data entry and database management.
• Set appointments and maintain calendars for 7 advisors.
• Prepare and send appointment confirmation letters and packets.
• Responsible for ordering office supplies – including letterhead, envelopes, and business cards.
• Receive, sort, and distribute incoming and outgoing mail and deliveries.
• Process outgoing mail and packages.
• Send birthday emails to clients.
• Scan Annuity annual statements that come in the mail.
• Scan all Annuity transaction confirmations into JX for all advisors.
• Assist with filing, copying or scanning as needed by the Team.
• Support special projects and operational initiatives as needed.

Skills

Strong communication

Organizational skills

Attention to detail

Client relationships

Team player

Independent worker

Integrity

Time management

Adaptability

Confidentiality

Education

Bachelor's Degree

Job description

Position

Administrative Assistant

Location

St. Charles, MO

Overview

As a growing and client-focused wealth management firm based in St. Charles, MO, we provide comprehensive financial planning, investment management, and insurance solutions to individuals and families. We are seeking an Administrative Assistant to join our team and play a key role in supporting daily operations and delivering an exceptional client experience.

In this role, you're the first smiling face clients to see when they walk through our doors and the reassuring voice they hear when they call. The Administrative Assistant plays a vital role in creating the warm, professional atmosphere that defines our firm. Working alongside a collaborative team, you'll keep our office running smoothly while ensuring every client, guest, and teammate experiences white-glove service.

What You’ll Do

• Welcome clients and visitors with professionalism and warmth
• Answer and direct incoming phone calls
• Offer beverages and hospitality to clients and guests
• Calendly appointment management on calendars
• Maintain the firm's CRM system through accurate data entry and database management
• Set appointments and maintain calendars for 7 advisors
• Prepare and send appointment confirmation letters and packets
• Responsible for ordering office supplies – including letterhead, envelopes, and business cards
• Receive, sort, and distribute incoming and outgoing mail and deliveries
• Process outgoing mail and packages
• Send birthday emails to clients
• Scan Annuity annual statements that come in the mail
• Scan all Annuity transaction confirmations into JX for all advisors
• Assist with filing, copying or scanning as needed by the Team
• Support special projects and operational initiatives as needed

What We’re Looking For

• Bachelors Degree
• 1+ years of experience working in a professional office and fast-paced environment
• Demonstrates strong proficiency and confidence working across various platforms and operating systems
• Possesses exceptional organizational skills, efficiently handling multiple requests while prioritizing time-sensitive tasks
• Exhibits meticulous attention to detail and a commitment to accuracy
• Skilled in building strong, trust-based relationships with clients by providing attentive, personalized service and guidance
• Collaborative team player willing to assist others
• Excellent communication; written and verbal
• Self-starter who takes initiative and works well independently
• Demonstrates strong integrity and a commitment to ethical conduct, especially when handling confidential client information and financial matters
• Thrive in a "time sensitive" environment and adaptable to changes without affecting the quality of work

What You’ll Get

• $50k - $60k/year based on experience + discretionary bonus
• Health insurance
• Dental insurance
• Vision insurance
• Simple IRA
• PTO

Schedule

• In office: Monday - Friday, 9am-5pm