Job Description

Position : Administrative Assistant

Location : Mequon, WI (Hybrid schedule)

Compensation: Base salary + bonuses + benefits

As a premier retirement management practice, our client goes beyond just managing investments. Through comprehensive planning, they serve as guides for their clients as they begin to unwind their hard-earned retirement savings. This is a top-tier practice, managing over a billion in assets. The level of care and the services they provide leave clients feeling secure and ready for the future. The core values of this firm are kindness, integrity, resourcefulness, excellence, and accountability.

We are seeking an Administrative Assistant to join this inclusive and fun working environment where there is room growth and advancement. This firm values a team culture and takes pride in the special environment they have created. This Administrative Assistant will provide comprehensive administrative support to a Wealth Management Advisor as well as support their client relationships. The ideal person in this role finds joy in helping clients while supporting the firm's client experience standards.

Responsibilities:

• Calendar Management: Proactively manage the Advisor’s calendar, including scheduling and coordinating meetings with clients and internal teams.
• Meeting Preparation: Conduct weekly case prep meetings; prepare and organize all necessary notes and documents for upcoming meetings.
• Communication Management: Screen emails and phone calls, delegating or assisting with response as appropriate to ensure timely communication.
• Client Interaction Tracking: Monitor and report on client interactions, ensuring all communications are accurately documented.
• Data Management: Update and maintain client interaction records in the client management system, ensuring data integrity and accessibility.
• Office Efficiency: Keep office operations running smoothly, improve process of the Advisor and client servicing in addition to partnering with other team members to provide backup as needed.
• Special Projects: Assist with special projects and initiatives as needed, demonstrating flexibility and resourcefulness.
• Technology Utilization: Utilize technology efficiently, including proficiency in Outlook, Word, and Excel to enhance productivity.

Qualifications:

• Bachelor’s degree (preferred)
• Organized and initiative-taking with strong multitasking abilities.
• Excellent written and verbal communication skills
• Tech-savvy, with proficiency in Microsoft Office Suite
• Extremely client-focused, initiative-taking, “what more can I do?" approach.

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