Kasch, Levitch, McAleer & Associates, a private wealth advisory practice of Ameriprise Financial Services, LLC, is looking for a part time Administrative Assistant. 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 (or other members of the team), allowing the advisor to focus more time and energy on client acquisition and deepening client relationships. The 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 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 preparing presentations, preparing client communications and tracking new business correspondence. This role is responsible for responding to ad hoc requests, coordinating/tracking projects and/or managing business-as-usual projects such as filing, scanning, researching problems to find solutions, and/or other tasks.
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 assistance
Prepare correspondence for advisor signature
Copy and track all client and practice materials including business correspondence
Copy and follow-up with home office on related issues
Schedule client appointments and prepare agendas/ forms for appointments
Conduct client appointment reminder calls and check-in calls on follow up items
Assist the planning assistant(s), paraplanner(s), associate financial advisor(s) and advisor(s)
Perform other allowable duties as assigned by the financial advisor(s)
10% Client care
Greet clients upon arrival and extend hospitality to clients
Set up and maintain client management system
Write notes or letters to clients on personal letterhead of administrative nature only and administer client appreciation
Document client contacts/calls
Track client special events and make appropriate contact per established client contact model
Key Traits of a Successful Administrative Assistant:
Strong organizational and computer skills
Direct attention to detail and organization
Effective communication with clients and other advisors/staff
Effective and efficient time management
Polite and clear phone manner
Ability to multi-task
Ability to adhere to rules and regulations as stated and required by advisor and Ameriprise
Ability to support and provide guidance for compliance within the advisor's practice
Positive attitude and sincere willingness to constantly learn and grow