Position title: Executive Assistant
Position Description:
Step into an instrumental role as an Executive Assistant with Ardent Wealth Advisors, a private wealth advisory practice of Ameriprise Financial Services, LLC. This company is built on strong values and principles and strives to uphold the highest levels of integrity, honesty, caring, and thoughtfulness while delivering excellent advice. This role will help to fulfill the company’s mission with a focus on fostering professional relationships with peers and with clients.
The Executive 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 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, preparing presentations, preparing client communications and tracking correspondence. This role is responsible for responding to ad hoc requests, coordinating/tracking projects and/or managing business-as-usual projects such as digital filing, scanning, and maintaining client data and records.
As an Executive Assistant, you will be instrumental in creating and delivering a unique client experience that defines and differentiates the practice. This position will consistently follow high standards of business and professional ethics and legal and regulatory requirements when dealing with others and/or performing work activities.
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.. This position has long term career opportunities within the operations division.
Position Functions:
- Schedule and confirm client appointments and prepare for meetings for multiple advisors
- Conduct client meeting reminder calls and check-in calls on follow up items
- Greet clients upon arrival and extend exceptional hospitality to clients
- Answering incoming calls
- Set up new clients and maintain data in the CRM system
- Work with home office to ensure accurate account setup and resolve issues if/when necessary
- Document client contacts/calls
- Prepare correspondence
- Copy and track all client and practice materials
- Review and update client information as needed for client review meetings
- Maintain files and records in accordance with the records retention policy
- Manage the client experience (cards, gifts, ecards, etc.)
- Manage mail and funds log
- Responsible for return mail tracking
- Responsible for managing the postage and supply orders
- Assist with marketing activities
- Maintain the office for cleanliness
- Work with building maintenance to resolve issues
- Manage case prep requests for client meetings
- Scanning documents and storing for compliance and easy reference
- Assist the Advisor and fellow team members with necessary projects
Additional Responsibilities
- E-mail follow-up (flagging, responding, tasking, logging to CRM)
- Advisor texting (managing and coordination with lead advisor)
- E-Mail management for practice
- Preparation of client folders
- Live notetaking for meetings
- Documentation of notes in CRM
- Follow-up on opportunities, paperwork, tasks, and preferrals
- Coordination and setup of office
- Management of incoming checks and funds log
- File management (pulling for meetings, follow-up, and scanning)
- Intake client calls for onboarding
- Setup of action plans in CRM
- Setup of prospects and new accounts
- Scheduling and coordination of wholesaler meetings
- Review and management of credentials report
- Meeting reschedules
- Client contact management report
Key Traits of a Successful Executive 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
- Outgoing personality
- Experience with Salesforce is a plus
- Proficient in Microsoft Office tools
More about Ardent Wealth Advisors:
Mission: To be the trusted advisor to our clients, their families, and the generations that follow. To empower our clients to achieve their dreams through a collaborative approach, grounded in integrity, informed by our collective expertise, and realized through creative solutions and strategies.
Values:
- Act with intergrity with our clients and colleagues
- Celebrate achievements and seek opportunites to improve
- Build trusted relationships with our clients and within our team
- Engage in meaningful work
- Strive for excellence
Job Type: Full-time
Pay: $60,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Schedule:
Ability to Commute:
- Oakbrook Terrace, IL 60181 (Required)
Ability to Relocate:
- Oakbrook Terrace, IL 60181: Relocate before starting work (Required)
Work Location: In person