Step into an instrumental role. Help conduct the smooth operation of a fast-paced and friendly financial planning office. Work as an employee of an independent advisor franchisee with a financial advisory practice of Ameriprise Financial. Assist in daily business operations.
This position completes tasks previously performed by the advisor, allowing the advisor to focus more time and energy on client acquisition and deepening client relationships. The Executive Administrative Assistant supports the many different tasks for which the practice is responsible and ties directly to the overall business plan of the practice. The Executive Administrative Assistant allows the advisor the assurance he/she needs to know that his/her practice is being maintained and supported within Ameriprise Financial guidelines.
This role provides administrative support by scheduling meetings, manage marketing efforts, preparing presentations, preparing client communications and tracking new business. This role is responsible for responding to ad hoc requests, coordinating/tracking projects, client meeting preparation, and/or managing business-as-usual projects such as filing, copying, researching issues, and/or organizing the logistics of a client appreciation acknowledgment.
Responsibilities and Time Allocation - Will change over time to meet the needs of the practice and can include other duties as assigned by the advisor.
Position Functions:
90% Administrative
Answer phones, transfer calls as needed or coordinate messages
Oversee and manage Financial Advisor email
Prepare correspondence for advisor signature
Copy and track all client and practice materials including business correspondence
Mail Handling
Schedule client appointments and prepare agendas/ forms for appointments
Conduct client appointment reminder calls and check-in calls on follow up items
Oversees branch account payable and expense tracking
Manage practice reporting
Update website and execute ongoing advertising and marketing campaigns
Coordinate and oversee office, office building, and property maintenance
Manage phones, computer, and printer networking
Oversee financial plan tracking for plan count, deliveries, and fee collections
Manage client related case escalations
Assist with new client onboarding
Assist clients with setting up their client website portal and provide tutorial of website capabilities
Assist with and ensure timely processing of new account setup, money movement and systematic arrangements, account transfer requests, and rollovers requests
Process account and client maintenance such as profile changes, beneficiary changes, ownership changes, fee changes, bank linking, etc.
Assist with processing Estate settlements
Client Relationship Management and reporting
Backup for other team members
Office supply management
Perform other allowable duties as assigned by the financial advisor(s) and/or other practice leaders
10% Client Care
Greet clients upon arrival and extend hospitality to clients
Set up and maintain client management system
Answer questions and provide readily available information to clients, if requested and as allowable, as it relates to servicing their accounts
Track client special events and make appropriate contact per established client contact model
Write notes or letters to clients on personal letterhead of administrative nature only
Identify and order client appreciation gifts
Software Experience:
Microsoft Office (Required)
SaleForce or Other CRM Database
Canva
Key Traits of a Successful Executive Administrative Assistant:
Actions aligned with words
Timely reliability
Consistent follow through
Committed and dedicated to quality work
Takes ownership and pride in work
Strong organizational and computer skills (Microsoft Office, CRM Database, Etc.)
Direct attention to detail and organization
Effective and friendly communication with clients and other advisors/staff
Effective and efficient time management
Polite and clear phone manner
Strong customer service skills
Ability to multi-task and adapt to changing priorities
Ability to adhere to rules and regulations as stated and required by advisor and Ameriprise
Demonstrates a positive attitude and sincere willingness to constantly learn and grow
Education and Other Designations:
College degree of higher
5+ years of similar experience
Compensation:
Compensation dependent upon experience
Full Time
Hybrid
Paid Time Off
Paid Holidays
Retirement Plan
At Ameriprise Financial, we're not just in the business of helping clients with their financial goals - we also help our advisors and employees reach their true potential by embracing an inclusive and collaborative culture. We celebrate the unique qualities and reward the contributions of our talented, passionate employees. If you're motivated and want to work for a strong, ethical company that cares about you and your community, take the next step with Ameriprise Financial.
This position is with an Ameriprise Financial Franchise owner.
Ameriprise Financial is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, national origin, genetic information, age, sexual orientation, citizenship, gender identity, disability, veteran status, marital status, family status or any other basis prohibited by law.
Full-Time/Part-Time
Full time