Financial Services - Administrative Assistant
TalentLink Solutions, China Grove, NC, United States
We are a woman-owned and women-operated boutique financial planning firm located in China Grove, just north of Charlotte. Since our founding, we’ve been dedicated to helping individuals and families build, manage, and preserve their wealth. Our team provides personalized financial planning, investment management, and retirement strategies tailored to each client’s unique needs. We’re passionate about making our clients’ lives easier. We achieve this by knowing them, their families, their goals. As we continue to grow, we’re seeking an organized, proactive, and highly professional Administrative Assistant to support our advisory team and our clients. This is an exciting opportunity to make a meaningful impact on the continued growth and success of our firm. Our team truly enjoys working together and takes pride in supporting one another to create an exceptional experience for both our clients and one another.
The Administrative Assistant plays an important role as a primary point of communication with our clients and for our firm. You are instrumental in making sure clients have the best experience possible. You will handle general administrative duties, manage our phone and in person client correspondence with kindness and professionalism, and assist with basic CRM updates and form management to maintain accurate records. You will represent the firm with professionalism in every interaction and appropriately handle client requests, knowing when to bring matters to the advisors’ attention. You are someone who can confidently manage multiple calendars, navigate and anticipate changes, and coordinate across multiple tasks, all while ensuring nothing is missed or miscommunicated. This position requires discretion, strong attention to detail, and the ability to manage multiple priorities with minimal supervision. keeping communication clear and details organized. We are looking for someone who enjoys supporting others and brings kindness and thoughtfulness to their work. This role can expand over time, but we are hoping you truly enjoy this type of work and will be excited to continue it for several years. We are happy to train someone from outside of our industry as long as you bring a caring and nurturing approach to working with people.
Responsibilities & Activities
Greet clients and prospective clients in a friendly and sincere manner, making them feel comfortable when they visit the office
Provide administrative support to the advisors, clients, and team
Manage and maintain complex calendars, scheduling client meetings and internal appointments
Draft, proofread, and format professional emails and communications
Maintain accurate client information in CRM, updating changes and documenting all activities
Assist with onboarding new clients, including gathering and organizing necessary documentation
Support the tax preparation season by working with advisors and clients to gather all details
Facilitate client instructions, including forms and follow up
Follow up on action items from meetings with clients and vendors
Support account specifics items, like opening of new accounts and other tasks as they arise
Coordinate travel arrangements and event planning, as needed
Perform general office duties including filing, scanning, and managing electronic records
Perform other duties as assigned
Knowledge, Skills, & Abilities
High School Diploma or GED required; Bachelor’s degree in business administration, finance, or a related field preferred
1+ years of proven experience in a professional setting as a receptionist or administrative assistant strongly preferred
Excellent organizational and time management skills and strong documentation habits
Exceptional written and verbal communication skills
Highly attuned to client preferences and able to recall personal details that enhance the client relationship
Strong technology skills and proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required; CRM (Redtail) software experience preferred
High level of professionalism and confidentiality, with a strong attention to detail
Highly adaptable, with the ability to multitask and shift between responsibilities throughout the day
Superior phone skills; friendly and helpful in all interactions on the phone
Ability to prioritize and solve problems while maintaining composure and focus
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The Administrative Assistant plays an important role as a primary point of communication with our clients and for our firm. You are instrumental in making sure clients have the best experience possible. You will handle general administrative duties, manage our phone and in person client correspondence with kindness and professionalism, and assist with basic CRM updates and form management to maintain accurate records. You will represent the firm with professionalism in every interaction and appropriately handle client requests, knowing when to bring matters to the advisors’ attention. You are someone who can confidently manage multiple calendars, navigate and anticipate changes, and coordinate across multiple tasks, all while ensuring nothing is missed or miscommunicated. This position requires discretion, strong attention to detail, and the ability to manage multiple priorities with minimal supervision. keeping communication clear and details organized. We are looking for someone who enjoys supporting others and brings kindness and thoughtfulness to their work. This role can expand over time, but we are hoping you truly enjoy this type of work and will be excited to continue it for several years. We are happy to train someone from outside of our industry as long as you bring a caring and nurturing approach to working with people.
Responsibilities & Activities
Greet clients and prospective clients in a friendly and sincere manner, making them feel comfortable when they visit the office
Provide administrative support to the advisors, clients, and team
Manage and maintain complex calendars, scheduling client meetings and internal appointments
Draft, proofread, and format professional emails and communications
Maintain accurate client information in CRM, updating changes and documenting all activities
Assist with onboarding new clients, including gathering and organizing necessary documentation
Support the tax preparation season by working with advisors and clients to gather all details
Facilitate client instructions, including forms and follow up
Follow up on action items from meetings with clients and vendors
Support account specifics items, like opening of new accounts and other tasks as they arise
Coordinate travel arrangements and event planning, as needed
Perform general office duties including filing, scanning, and managing electronic records
Perform other duties as assigned
Knowledge, Skills, & Abilities
High School Diploma or GED required; Bachelor’s degree in business administration, finance, or a related field preferred
1+ years of proven experience in a professional setting as a receptionist or administrative assistant strongly preferred
Excellent organizational and time management skills and strong documentation habits
Exceptional written and verbal communication skills
Highly attuned to client preferences and able to recall personal details that enhance the client relationship
Strong technology skills and proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required; CRM (Redtail) software experience preferred
High level of professionalism and confidentiality, with a strong attention to detail
Highly adaptable, with the ability to multitask and shift between responsibilities throughout the day
Superior phone skills; friendly and helpful in all interactions on the phone
Ability to prioritize and solve problems while maintaining composure and focus
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