Administrative Assistant

Established financial services practice in Tyler area seeks a self-starter with administrative and customer service experience to assist in daily office operations.

Position Summary: The candidate will learn the inner-workings of a financial firm from both an administrative and financial perspective. Responsibilities include, but are not limited to, providing administrative support by handling/preparing correspondence, answering telephones/taking messages, scheduling appointments, fielding information requests, tracking and monitoring client meeting, and performing general clerical support functions within an office setting.

Key Duties & Responsibilities

- Manage adviser calendar
- Scheduling of and confirming appointments with clients
- Fielding telephone calls, receiving, and directing visitors
- Maintain client database and execute service protocols
- Complete administrative paperwork and tracking workflow
- Preparing advisor for client appointments, including putting together client paperwork, applications, and marketing materials
- Data entry
- Office organization, including scanning and filing of office documents
- Faxing, copying, and administrative support for the entire office
- Handle all correspondence for the adviser
- Coordinate with the general office for adviser licensing and continuing education requirements
- Maintain compliant client case file
- Review case notes, ensure compliance, delegate and complete dictated tasks
- Coordinate with the general office/broker-dealer/client to process service requests and accounts



- Candidate must have a high school diploma and two to four years of prior work experience.
- Candidate must be proficient in Microsoft Office, willing to learn new computer systems, be detail-oriented, and capable of multi-tasking.
- A positive attitude and good communication skills are a must.
- Excellent listening, oral, and written communication skills.
- Ability to build rapport over the phone with a wide range of clients.
- Dedicated commitment to providing superior customer service with a focus on quality.
- Must be extremely well-organized and be able to work independently.
- Must have strong attention to detail with the ability to work with a high degree of accuracy.
- Administrative support, customer service experience, experience in financial services industry or knowledge of insurance/investments preferred but not required.

Competitive salary will commensurate with experience and qualification.


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