Two Examples of a Financial Advisor Assistant Job Description

Are looking for a new assistant for your financial advisor business? Then you’ve probably wondered what a financial advisor assistant job description looks like. In this post, I’ll show you two examples of successful descriptions I’ve created in my 25 years of experience helping financial advisors build and grow their businesses.

Example 1:
Executive Assistant / Office Manager Position

Primary Duties and Responsibilities:

________________ is currently hiring for the position of Executive Assistant / Office Manager to perform a range of duties including, but not limited to:

What are the responsibilities of a financial advisor executive assistant?

Responsibilities:

• Booking travel; handling all arrangements; verifying travel and event details
• Client follow up for event details required
• Mastering a tracking system to keep track of time sensitive events
• Scheduling Client conference calls
• Ordering books, shipping supplies in advance of events; processing and shipping online orders
• Data entry and upkeep of the company’s database, ensuring a high level of accuracy
• Payroll and CRA monthly payments; providing information to Bookkeeper monthly
• Receivables, payables, invoicing, tracking payments, banking, account reconciliation, credit card transactions
• Managing special projects and events
• Monitoring online presence, to include website, Google alerts, responding to blog and twitter mentions
• Handle general inquiries

What are the qualifications a financial advisor executive assistant needs?

Qualifications

Knowledge, Skills and Abilities

• Completion of high school and administrative training or equivalent work experience
• Excellent command of English to be able to speak, read, and write fluently
• Dedication to detail and accuracy
• Ability to follow directions and work with minimum supervision; take ownership of assigned tasks, and think for themselves
• Excellent administrative, time management, and organizational skills

Proficiency in the use of computer programs for:

• Microsoft Office Suite (Word, Outlook, Excel, PPT)
• Familiar with; ACT!, Google Calendar, Google Docs, Expression Engine, PayPal, Tripit, Dropbox, iContact or equivalents
• Basic knowledge of bookkeeping processes and software (Quickbooks)
• Internet savvy

Personal characteristics

The Administrative Assistant will demonstrate competence in the following areas:

• Relationships: Maintain positive working relationships with others, both internally and externally
• Communication: Excellent listening skills, oral and written communication skills
• Needs Assessment: Anticipate, understand, and respond to the needs of their employer and the clients to meet or exceed their expectations
• Teamwork: Follows direction well, work cooperatively and effectively with others to set goals, resolve problems, and make decisions to enhance company’s effectiveness; ability to undertake self-directed tasks when necessary
• Organization: Excellent time management skills; excellent attention to detail; the capacity to prioritize by assessing situations to determine urgency; ability to develop a work schedule, and ability to make clear and timely decisions

Working Conditions

• To commence, the Executive Assistant will work onsite in our office
• Part time work, approximately 3 days per week
• Salary will reflect experience and qualifications – ranging from $18 – 23 / hour
• This is a nonsmoking office
• References are required

Example 2: Financial advisor assistant job description

Company Overview:

Over the last 20 years, ______________ has developed a strong reputation in financial planning and insurance consulting, both here in _____ and across _______.  We endeavor to offer a comprehensive range of financial services, including the management of individual insurance plans and investment portfolios; the development of executive benefits plans and corporate buy/sell agreements; and the administration of group benefits/pension plans.  Our ability to provide superior guidance is evident from our prestigious list of clients.

The Financial advisor Assistant / Recepcionist position is an excellent entry level opening for our company.  This role will provide you with exposure to a wide variety of tasks, as listed below.

Duties:

• Answer the telephone and direct incoming calls to the appropriate person
• Open and sort incoming mail and couriers; prepare outgoing mail and couriers
• Basic day-to-day banking / payables / postage
• Maintain inventory of stationary supplies
• File client statements and correspondence
• Keep the office clean & orderly
• Ensure office equipment (printers, phones, computers) function properly
• Assist the President with personal errands, travel plans, and organization
• Provide administrative support for the Insurance, Group Benefits, and Investment departments, as required
• Assist with the implementation of marketing programs.  This will include researching prospective clients and sending out marketing communications.
• Organizing client events and arranging for client gifts.

Qualifications:

• Training in Word, Excel, and PowerPoint
• A pleasant telephone manner and upbeat personality
• Excellent English skills (verbal and written)
• Very strong organizational skills and the ability to work with minimal supervision
• A “can-do” attitude and enthusiasm to assist on a wide range of projects
• Experience in arranging travel plans and event planning would be a valuable asset

Compensation:

• Salary of $30,000 – $32,000 per year
• Vacation of two weeks per year
• Participation in the Group Benefits Program after 3 months of employment.
• Educational Expenses – 100% for approved insurance, benefits, and financial related courses.
• Hours 8:30am to 5:00pm