Job Description

Our client, a well-established wealth management firm, is seeking an Administrative & Personal Assistant to support the Head Financial Advisor. This role requires a highly organized, proactive individual who can manage office operations, personal tasks, and team coordination while ensuring a smooth day-to-day workflow.

Key Responsibilities

Office Management & Administrative Support

• Greet clients and serve as the first point of contact.
• Manage mail distribution, document scanning, and bill payments as needed.
• Maintain office organization, order supplies, and ensure a tidy space.
• Oversee business and personal calendars, scheduling client meetings, coaching calls, and personal commitments.
• Troubleshoot office equipment, including printers, internet, and phone systems.
• Assist with meeting preparation by organizing necessary documents and materials.
• Learn and manage systems such as RingCentral (VOIP).
• Source and coordinate office vendors for maintenance or operational needs.
• Answer phone calls, transfer them appropriately, and address client needs.
• Log client data in Salesforce and input information into MoneyGuide Pro and other financial software.
• Collaborate with the bookkeeper to ensure efficient bill payment processes.

Personal Assistance

• Schedule doctor appointments, kids’ activities, and family vacations.
• Manage family schedules and ensure personal commitments are met.
• Assist with meal planning and online grocery orders.
• Provide occasional household support, such as running errands.
• Pick up children when meetings run late.
• Hire and oversee vendors for personal and home projects.

Project & Team Management

• Serve as the right hand to the Head Financial Advisor, ensuring tasks flow smoothly throughout the day.
• Track team progress in Salesforce and generate reports for regular meetings.
• Manage client service workflows, including submitting DocuSign forms and tracking insurance and annuity cases.
• Coordinate client appreciation efforts, including gifts and events.
• Act as a liaison between the Financial Advisor, shared services team, and back-office support.
• Ensure clear and organized communication between the Financial Advisor and the team.

Qualifications

• 2+ years of experience in a support role within financial services.
• Experience with Salesforce, MoneyGuide Pro, Microsoft Office, and Excel preferred.
• Strong organizational, multitasking, and time-management skills.
• Ability to maintain discretion and confidentiality.
• Excellent oral and written communication skills with a professional and approachable demeanor.
• Adaptability and flexibility to meet changing schedules and priorities.
• Self-starter with a proactive approach, anticipating the needs of the Financial Advisor.
• Life & Health Insurance license preferred (or willingness to obtain within the first month).
• Investment registration (Series 6 or 7) expected within the first year, with spot bonuses for completion.
• Strong client service skills and experience.

Compensation & Benefits

• $43,000 - $55,000 per year.
• Office space provided.
• Two weeks of vacation.
• Simple IRA after 90 days, with plans to transition to a 401(k).
• Health insurance or stipend per CT regulations.
• Group and life insurance options in development.
• A family-oriented environment with flexibility and a love for hypoallergenic dogs.

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