Job Description

Job Description: Administrative and Investment Support Assistant

We are seeking a detail-oriented and proactive Administrative and Investment Support Assistant to join our dynamic team. This individual will assist with various administrative, insurance, annuity, and investment-related tasks to ensure smooth operations and exceptional client service. This is an exciting opportunity for someone eager to learn about wealth management and is committed to support a team while optimizing efficiency and leveraging technology.

We offer competitive pay, excellent benefits, PTO and a hybrid schedule working from home 3 days a week.

Key Responsibilities:

Investment Administration:

• Prepare investment and insurance statements for client meetings.

• Assist clients with account opening and maintenance forms through Charles Schwab.

• Update and maintain annual Required Minimum Distribution (RMD) spreadsheets.

• Coordinate and manage client cash flow needs from investment accounts.

• Send tax statements to accountants for tax preparation.

• Organize and maintain client files (both hard copy and electronic), including scanning and filing documents appropriately.

Insurance/Annuity Administration:

• Review annuity and insurance policies on anniversaries.

• Prepare materials for meetings, including creating and reviewing the Insurance Schedule.

• Coordinate Life, Disability, and Long-Term Care planning, proposals, and illustrations with insurance partners.

• Track and manage producer licenses and compliance.

General Administrative Support:

• Assist in the implementation of firm strategy ‘Security Income Planning®’ and project management.

• Maximize the use of technology to streamline processes.

• Maintain the CRM system (Smart Office) and proactively bring issues to the team for review.

• Ensure coverage and redundancy for all critical processes to maintain smooth workflow.

• Assist with the evaluation of vendors and the development of project plans.

• Collaborate with the team and Office Manager to establish short-term and long-term strategic technology plans.

• Help with event planning and coordination.

• Set up and maintain Sharefile folders.

• Support in-office needs by organizing office supplies, ordering lunch, and setting up for success.

Ideal Candidate:

• Strong organizational and multitasking skills.

• Proficient in technology and CRM systems (Smart Office experience preferred).

• Strong attention to detail with the ability to manage multiple priorities.

• Excellent communication skills and a team-oriented attitude.

• Experience with insurance, annuity, and investment administration is a plus.

• Ability to work independently and proactively bring issues to the team.

If you are eager to be part of a supportive team and make an impact on the organization’s growth, we would love to hear from you!

To apply, please submit your resume and a brief cover letter explaining why you would be a great fit for this position.

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