Financial Office Assistant

Humans Being Resources, Inc.; Alabama; On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Health Insurance Allowance + 401k w-M“

Generous PTO & Paid Holidays

Great Work/Life Balance

Job summary

Humans Being Resources, Inc. is seeking a Financial Advisor Assistant / Financial Office Assistant in the Huntsville, AL area. You will be the warm, client-focused first point of contact, handling paperwork, appt scheduling, and routine office operations while supporting the financial advisory team.

The role requires strong communication, attention to detail, and a team-player attitude to ensure exceptional client service and regulatory compliance in a fast-paced environment.

Qualifications

• 2+ years administrative/office support experience in a professional setting.
• 2+ years customer service experience in a professional setting.
• Advanced technology skills and MS Office proficiency.
• Experience with video meeting apps (Zoom, MS Teams, Google Meet).
• CRM/office software experience (Salesforce, Redtail, DocuSign, SmartOffice, Adobe).

Responsibilities

• Be the first point of contact with clients in-person, over phone, email, or video call.
• Process account paperwork, transfers, contributions, and distributions.
• Follow up on pending business and schedule check-ins.
• Perform routine administrative tasks and maintain filing timelines.
• Update CRM data with current information.
• Assist with website/social media updates as needed.
• Support the financial advisor(s) with meetings and calendar management.
• Monitor team emails and communications; provide research and issue resolution.

Skills

Interpersonal skills

Customer service

Time management

Team player

Attention to detail

Regulatory/compliance awareness

Communication (oral & written)

Self-directed

Education

Business Administration degree/certificate

SIE Certification

FINRA Life/Health/annuities license

Tools

MS Office (Outlook, Word, Excel)

CRM (Salesforce, Redtail, DocuSign, SmartOffice)

Job description

Financial Advisor Assistant / Financial Office Assistant (Financial Services Firm)

Our client is a Financial Services Firm located in Huntsville, AL area. They are looking to add a key employee to the team. We are seeking a professional Financial Advisor Assistant / Financial Office Assistant who is ready to help an already thriving company. They are looking for a hard-working, detail-oriented employee with positive energy, great people skills and a \"team player\" mentality. If you want to join a team that has extensive experience in the industry, is dedicated to their clients & staff and has created a culture of success, this may be a good fit for you!

Minimum Qualifications

• 2+ years of Administrative / Office Support experience in a professional office environment
• 2+ years of Customer Service experience in a professional office environment
• Advanced Technology Skills and use of MS Office (Outlook, MS Word, Power Point, Excel, Etc.)
• Video Meeting Application experience (Example: Zoom, MS Teams, Google Meet, etc.)
• CRM / Office Software experience (Example: Salesforce, Redtail, DocuSign, SmartOffice, Adobe, Etc.)

Preferred Qualifications

• 2+ years of Financial Services / Wealth Management experience is a plus
• Degree / Certificate in Business Administration and/or a related field is a plus
• SIE (Securities Industry Essentials) Certification is a plus
• Active and/or expired FINRA Securities Licensing is a plus
• Active Life, Health & Annuities License is a plus

Role Description

Prioritizing client needs and helping to create solutions is an important part of our client's culture. In providing excellent administrative support and client service as a Financial Advisor Assistant / Financial Office Assistant you will:

• Be the first point of contact, greeting clients in-person, by phone, email, video call, etc., in a warm, friendly manner
• Initiate and track paperwork and account transaction effectively (Example: new/existing account paperwork processing, transfers, contributions, distributions, payment processing, etc.)
• Follow up on pending business, appointments or scheduled check-ins
• Complete industry specific administrative tasks within established filing and paperwork timelines/deadlines
• Update CRM System data to reflect most current and accurate information
• Assist with website and social media content/information updates as needed
• Ensure inquiries and concerns are addressed and resolved
• Provide both pre/post meeting support for the assigned financial advisor(s)
• Manage financial advisory team calendar appointments, meetings, events, travel, etc. as needed
• Assist in monitoring financial advisory team emails, calls, communications as needed
• Provide thorough, high-quality research, problem solving and issue resolution
• Assist with firm's event planning for clients and/or vendors, including invitations, RSVP communications, appointment scheduling, documentation and willingness to attend as needed
• Manage office supplies, operate office equipment (example: photocopiers), and perform other office operations administrative tasks as needed
• Develop effective working relationships with the financial advisor(s), company staff, and vendors to ultimately provide effective, high-quality customer service

Required Skills

• Excellent interpersonal, written, and verbal communication
• Exceptional customer service and client-centric mindset
• Ability to prioritize projects and manage time
• Self-directed initiative and follow through
• Ability to thrive in a fast-paced office environment
• Excellent organization & administrative support skills
• Ability to adapt as situations or business demands change
• Willingness and desire to be part of a team environment
• High level of confidence, perseverance, and a desire to succeed
• Attention to detail and ability to closely follow office processes & policies
• Ability to adhere to complex regulatory, compliance and client privacy requirements

Compensation

• $50,000 - $70,000 Annual Compensation (Base Salary + Bonuses/Incentives)
  *Based Upon Experience, Licensing and/or Certifications*
• Health Insurance Allowance + 401k w-Match
• Generous PTO Policy & Paid Holidays
• Great Work/Life Balance