Capitol Financial Advisors has been in business for 35 years and is located in Wellesley, Mass. CFA is a boutique financial planning office with a team of 7 working with individuals, couples and small business owners assisting them in their financial needs and goals.
JOB DESCRIPTION
Administrative Assistant is a full-time position. Our hours are 9am to 5:30pm. The candidate will require training which will be conducted in person at the office in Wellesley, Mass, as well as training for two days at our home office in Waltham, Mass. Benefits include 401(k) with match, profit sharing and bonuses, paid two week vacation plus 10 holidays coinciding with the New York Stock Exchange calendar, health insurance, flexible work hours and reimbursement for licenses and certification.
Summary of responsibilities
The position of administrative assistant provides administrative support to the advisor, interfacing with clients and maintaining operating efficiency with paperwork and software programs.
Principal responsibilities
- Assist advisor in preparing for client meetings including downloading consolidated statements, required minimum distribution spreadsheet, periodic investment plans, beneficiary report etc.
- Complete all forms correctly and submit them within one business day
- File client statements, correspondence, and agreements so that all client filing is completed within five business days
- Track pending business paperwork; update pending business summary sheet for advisor’s attention when documents are outstanding; track and tally all outstanding work weekly
- Handle phone calls from clients, when appropriate; transfer calls to advisor, when required
- Handle advisor needs proactively
- Update CRM systems including scanning notes
- Use COMMunity Link® to access Commonwealth resources, Morningstar®, and so on
- Use Commonwealth’s services efficiently
- Upload check log, ADV brochure, applications and other required documents to Commonwealth
- Make recommendations to systematize and improve office functioning
- Regularly review Commonwealth news items, technology updates, and e-mail communications; report pertinent information back to advisor
- Perform mail merge for mailings, as directed by advisor
- Help advisor order special occasion cards, marketing materials, and other advertising tools.
Required knowledge/skills/competencies
- High attention to detail
- Five years’ experience in an administrative role or three years’ experience in financial services or Bachelor degree majoring in Finance or Financial Planning
- FINRA Series 6 securities registration or working towards it. Will help pay for classes and test
- Demonstrated ability to work in fast-paced environment
- Superior organizational skills
- Sufficient patience to do repetitive work correctly
- Ability to fill out forms exactly
- Proficiency in MS Office Suite (e.g., Word, Excel)
- Ability to follow directions exactly
To apply for this position please contact Lisa Cremonini at LCremonini@cfaemail.com