Executive Administrative Assistant

Position Description:
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, allowing the advisor to focus more time and energy on client acquisition and deepening client relationships. The Executive 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 Executive 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 scheduling meetings, manage marketing efforts, preparing presentations, preparing client communications and tracking new business. This role is responsible for responding to ad hoc requests, coordinating/tracking projects, client meeting preparation, and/or managing business-as-usual projects such as filing, copying, researching issues, and/or organizing the logistics of a client appreciation acknowledgment.

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

• Answer phones, transfer calls as needed or coordinate messages

• Oversee and manage Financial Advisor email

• Prepare correspondence for advisor signature

• Copy and track all client and practice materials including business correspondence

• Mail Handling

• Schedule client appointments and prepare agendas/ forms for appointments

• Conduct client appointment reminder calls and check-in calls on follow up items

• Oversees branch account payable and expense tracking

• Manage practice reporting

• Update website and execute ongoing advertising and marketing campaigns

• Coordinate and oversee office, office building, and property maintenance

• Manage phones, computer, and printer networking

• Oversee financial plan tracking for plan count, deliveries, and fee collections

• Manage client related case escalations

• Assist with new client onboarding

• Assist clients with setting up their client website portal and provide tutorial of website capabilities

• Assist with and ensure timely processing of new account setup, money movement and systematic arrangements, account transfer requests, and rollovers requests

• Process account and client maintenance such as profile changes, beneficiary changes, ownership changes, fee changes, bank linking, etc.

• Assist with processing Estate settlements

• Client Relationship Management and reporting

• Backup for other team members

• Office supply management

• Perform other allowable duties as assigned by the financial advisor(s) and/or other practice leaders

10% Client Care

• Greet clients upon arrival and extend hospitality to clients

• Set up and maintain client management system

• Answer questions and provide readily available information to clients, if requested and as allowable, as it relates to servicing their accounts

• Track client special events and make appropriate contact per established client contact model

• Write notes or letters to clients on personal letterhead of administrative nature only

• Identify and order client appreciation gifts

Software Experience:

• Microsoft Office (Required)

• SaleForce or Other CRM Database

• Canva

Key Traits of a Successful Executive Administrative Assistant:

• Actions aligned with words

• Timely reliability

• Consistent follow through

• Committed and dedicated to quality work

• Takes ownership and pride in work

• Strong organizational and computer skills (Microsoft Office, CRM Database, Etc.)

• Direct attention to detail and organization

• Effective and friendly communication with clients and other advisors/staff

• Effective and efficient time management

• Polite and clear phone manner

• Strong customer service skills

• Ability to multi-task and adapt to changing priorities

• Ability to adhere to rules and regulations as stated and required by advisor and Ameriprise

• Demonstrates a positive attitude and sincere willingness to constantly learn and grow

Education and Other Designations:

• College degree of higher

• 5+ years of similar experience

Compensation:

• Compensation dependent upon experience

• Full Time

• Hybrid

• Paid Time Off

• Paid Holidays

• Retirement Plan

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.

This position is with an Ameriprise Financial Franchise owner.