Administrative Associate

C³ Wealth Management; King of Prussia (PA); Vor Ort; USD 40.000 - 60.000; Vollzeit

Benefits dieser Stelle

Competitive pay

401(k) with match

Full benefits package (medical, dental

Vision, life, and LTD insurance

Work from home

Zusammenfassung

C³ Wealth Management is seeking an Administrative Associate to support day-to-day operations, acting as a central point for advisors, the operations team, and clients. You will provide consistent administrative assistance to ensure a seamless client experience and efficient daily execution.

You will report to the CEO & Office Manager, coordinating meetings, calendar management, and real-time client solutions in a fast-paced financial services setting.

Qualifikationen

• Bachelor's degree preferred but not required.
• Financial/insurance industry preferred but not required.
• Proficient in MS Office and adaptable to new technologies.
• Customer service experience strongly preferred.
• Ability to handle detailed work with high accuracy.
• Excellent interpersonal skills.
• Experience in problem-solving.
• Strong organizational skills.
• Excellent written and oral communication skills.
• Professional office skills.
• Ability to take independent action to make sound decisions.
• Ability to multi-task.

Aufgaben

• Schedule meetings for existing and new clients via phone and/or email with CRM tracking.
• Coordinate complex calendars and resolve conflicts proactively.
• Serve as a problem-solver for client requests and reallocate resources as needed.
• Maintain a pristine reception area to project a premium image for high-net-worth visitors.
• Greet visitors, manage coat check, and provide refreshments before meetings.
• Direct multi-line inbound calls and capture urgent messages.
• Oversee mail distribution, inbound packages, and outbound couriers.
• Scan and digitize incoming paperwork, ensuring clarity and completeness.
• Guide clients through initial online portal registration and e-delivery setup.
• Troubleshoot basic portal issues, including password resets.

Kenntnisse

Customer service experience

Excellent interpersonal skills

Ability to multi-task

Detail-oriented

Strong written and verbalcommunication

Problem-solving

Organizational skills

Independent decision making

Adaptability to new technologies

Ausbildung

Bachelor's Degree preferred but not required

Tools

MS Office Suite (Outlook, Word, Excel)

Jobbeschreibung

Qualifications

• Bachelor's Degree preferred but not required
• Financial and/or insurance industry preferred but not required
• Highly proficient in MS Office Suite (Outlook, Word, Excel) and highly adaptable to new technologies
• Customer service experience strongly preferred
• Ability to handle detailed work with high degree of accuracy
• Excellent interpersonal skills
• Experience in problem-solving
• High level of organizational skills
• Excellent written and oral communication skills
• Professional office skills
• Ability to take independent action to make sound decisions
• Ability to multi-task

INCENTIVES

• Competitive compensation
• Employer retirement plan with matching contribution
• Full benefits including medical, dental, vision, life and long-term disability insurance
• Flexible scheduling with sick and vacation pay
• Reimbursement for expenses related to industry licenses or professional accreditation programs
• Opportunity to gain knowledge and experience by working with a highly respected and successful financial services team

BENEFITS

• 401(k)
• Health Insurance
• Paid time off
• Vision Insurance
• Work from home

OVERALL FUNCTION

The administrative associate supports the day-to-day operations of our firm, both internally and externally. in this role you will serve as a central point for our advisors, operations team and our clients by providing consistent administrative assistance, helping deliver a seamless client experience and ensuring the efficient execution of daily requests. This person will report to the CEO & Office Manager.

GENERAL RESPONSIBILITIES

• Schedule meetings for existing and new clients via phone and/or email, use best practices (language, follow up process, CRM tracking, etc.)
• Calendar Management: Coordinate complex schedules, schedule meetings, and resolve calendar conflicts proactively.
• Real-Time Client Solutions: Act as a critical problem-solver for incoming client requests, shifting resources and appointments on the fly.
• High-Adaptability & Agility: The capacity to pivot seamlessly when a sudden change disrupts the day's original plan.
• Front-Office Presentation: Maintain a pristine, professional reception environment to ensure a premium first impression for high-net-worth visitors.
• Visitor Hospitality: Greet arriving clients warmly, manage coat check, and provide refreshments before meetings.
• Communication Routing: Direct multi-line inbound phone traffic, capturing accurate messages and prioritizing urgent client requests.
• Office Logistical Control: Oversee mail distribution, handle incoming overnight packages, and coordinate outbound courier services.
• Document Digitization & Auditing: Scan and digitize all incoming physical paperwork, checking for clarity and ensuring no critical pages are missing.
• Online Portal Registration: Guide clients step-by-step through the initial registration process for their online portal, e-delivery, etc.
• Digital Access Troubleshooting: Help clients resolve basic portal issues, reset passwords,