Financial Services - Administrative Assistant

TalentLink Solutions; China Grove (NC); On-site; USD 35,000 - 45,000; Full time

Job summary

A leading financial planning firm in China Grove is seeking an organized and proactive Administrative Assistant. This role requires managing calendars, greeting clients, and performing office duties. Candidates should possess strong organizational skills, proficiency in Microsoft Office, and a high level of professionalism. This position is crucial for ensuring clients have the best experience possible. A high school diploma is required, with a preference for candidates holding a bachelor's degree in business administration or finance.

Qualifications

• 1+ years of proven experience in a professional setting as a receptionist or administrative assistant strongly preferred.
• High level of professionalism and confidentiality, with a strong attention to detail.
• Ability to prioritize and solve problems while maintaining composure.

Responsibilities

• Greet clients and prospective clients in a friendly manner.
• Provide administrative support to the advisors and clients.
• Manage and maintain complex calendars.

Skills

Excellent organizational and time management skills

Exceptional written and verbal communication skills

Strong technology skills

Proficient in Microsoft Office Suite

Ability to multitask

Superior phone skills

Education

High School Diploma or GED

Bachelor’s degree in business administration, finance, or related field

Tools

Microsoft Office Suite

CRM (Redtail)

Job description

We are a woman-owned and women-operated boutique financial planning firm located in China Grove, just north of Charlotte. Since our founding, we’ve been dedicated to helping individuals and families build, manage, and preserve their wealth. Our team provides personalized financial planning, investment management, and retirement strategies tailored to each client’s unique needs. We’re passionate about making our clients’ lives easier. We achieve this by knowing them, their families, their goals. As we continue to grow, we’re seeking an organized, proactive, and highly professional Administrative Assistant to support our advisory team and our clients. This is an exciting opportunity to make a meaningful impact on the continued growth and success of our firm. Our team truly enjoys working together and takes pride in supporting one another to create an exceptional experience for both our clients and one another.

The Administrative Assistant plays an important role as a primary point of communication with our clients and for our firm. You are instrumental in making sure clients have the best experience possible. You will handle general administrative duties, manage our phone and in person client correspondence with kindness and professionalism, and assist with basic CRM updates and form management to maintain accurate records. You will represent the firm with professionalism in every interaction and appropriately handle client requests, knowing when to bring matters to the advisors’ attention. You are someone who can confidently manage multiple calendars, navigate and anticipate changes, and coordinate across multiple tasks, all while ensuring nothing is missed or miscommunicated. This position requires discretion, strong attention to detail, and the ability to manage multiple priorities with minimal supervision. keeping communication clear and details organized. We are looking for someone who enjoys supporting others and brings kindness and thoughtfulness to their work. This role can expand over time, but we are hoping you truly enjoy this type of work and will be excited to continue it for several years. We are happy to train someone from outside of our industry as long as you bring a caring and nurturing approach to working with people.

Responsibilities & Activities

• Greet clients and prospective clients in a friendly and sincere manner, making them feel comfortable when they visit the office
• Provide administrative support to the advisors, clients, and team
• Manage and maintain complex calendars, scheduling client meetings and internal appointments
• Draft, proofread, and format professional emails and communications
• Maintain accurate client information in CRM, updating changes and documenting all activities
• Assist with onboarding new clients, including gathering and organizing necessary documentation
• Support the tax preparation season by working with advisors and clients to gather all details
• Facilitate client instructions, including forms and follow up
• Follow up on action items from meetings with clients and vendors
• Support account specifics items, like opening of new accounts and other tasks as they arise
• Coordinate travel arrangements and event planning, as needed
• Perform general office duties including filing, scanning, and managing electronic records
• Perform other duties as assigned

Knowledge, Skills, & Abilities

• High School Diploma or GED required; Bachelor’s degree in business administration, finance, or a related field preferred
• 1+ years of proven experience in a professional setting as a receptionist or administrative assistant strongly preferred
• Excellent organizational and time management skills and strong documentation habits
• Exceptional written and verbal communication skills
• Highly attuned to client preferences and able to recall personal details that enhance the client relationship
• Strong technology skills and proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required; CRM (Redtail) software experience preferred
• High level of professionalism and confidentiality, with a strong attention to detail
• Highly 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