To assist Financial Advisors in managing and organizing office work flow at an expert level. This position will consistently follow high standards of business and professional ethics when dealing with others and/or performing work activities. Required to follow legal and regulatory requirements and company policies in dealing with others and/or performing work activities. May perform defined functions under each of the six key advisor tasks.
Receptionist ??? Answer phones ??? Greet clients ??? Maintain Mail/Check log for advisors ??? Mailing/Faxing ??? Ensure reception area is warm and inviting for all guests ??? Special projects as necessary ??? able to utilize and understand unique tools and processes available
Administrative/Office Management ??? Maintain/enhance office culture to ensure client experience is excellent ??? Maintain office supplies and order as appropriate ??? Maintain office equipment as necessary and appropriate ??? Negotiate appropriate rates for office tools (equipment, supplies, etc.) ??? Plan and prioritize own work schedule ??? Act as a technical resource for office equipment ??? Use Outlook and CRM to maintain Advisor calendars
Marketing Assistance ??? Maintain Marketing On Demand and Social Media platforms ??? Assist in coordination of seminars and client appreciation events ??? Managing holiday/birthday card system ??? Phone call confirms for appointments/some scheduling
Key traits of a successful Office Manager ??? 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 required by Advisor and FINRA ??? Ability to support compliance within the Advisor's Practice ??? Positive attitude and sincere willingness to constantly learn and grow
Quality of Work: Accurate, neat, attentive to detail, consistent, takes time to do it right, thorough, high standards, follows procedures.
Dependability: Consistent attendance, punctuality, and reliability. Follows policy completely.
Communication: Adept at oral and written communication, shares information with peers and supervisors, handles internal and external communications.
Internal/External Relationships: Agreeable, constructive, flexible, helps without being asked, handles customers/vendors/outsiders, seeks and maintains good relationships, expedites orders and projects.
Judgment: Tactful, displays sensitivity, uses common sense, maintains confidentiality, makes sound decisions, sizes up situations, takes appropriate actions.
Organizational Abilities: Sets realistic priorities, organizes time, sets schedules, meets deadlines, completes projects on time, uses time well, does not waste time, ability to coordinate with others.
Volume of Work: Keeps up with workload, meets crash programs when necessary, steady, consistent, willing to put in extra effort.
Job Knowledge / Technical Skills: Knows what has to be done, seldom needs instruction, proficient in all technical aspects of job, knows how to run equipment, able to work independently, able to instruct, guides and trains others, understands safety/security procedures and maintains them.
Motivation: Genuine commitment to job, energetic, self-starting, shows initiative, commitment, positive attitude, enthusiasm, and high energy level.
Reaction to Stress: Can be depended upon when deadline pressures intensify, able to remain calm and effective despite irritation or changes in plans and policies, rarely loses temper, shows good frustration tolerance, able to handle irate customers/vendors.
Problem Solving: Troubleshoots, quick insight and able to learn, handles complex assignments, analytical, gets to the point quickly.
Creativity: Innovative, generates original solutions, develops new options, and suggests improvements, willing to try new concepts.
Decisiveness: Willingness to make decisions, makes appropriate decisions, asks questions when needed.
Hygiene: Clothing appropriate to work (IE: work clothes, uniform, etc.). Comes to work clean, no offensive odors, appears healthy and clear-eyed - not flushed or pale, alert, physically capable (IE: clear speech, awake).
About Our Company
With the right company, life can Be Brilliant??. 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 and we can Be Brilliant?? together.
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.