Administrative Support Specialist

Are you analytical and technical in nature? Are you sincere in building client relationships? Do you thrive in a position that is orderly and systematic? If so, this may be the job for you! Harvest Wealth Advisors are looking for someone who possesses these traits to join their team as an Administrative Support Specialist. The Administrative Support Specialist provides day to day support to the advisors and other team members including calendar management, meeting coordination and preparation, client data management, document processing and proactive problem-solving. This position also manages daily client workflow which includes initiating processes, direct client follow-up and ensuring open tasks continue moving toward completion. The Administrative Support Specialist will be the ‘face person’ of the office and spend time engaging in client communication.

Essential Duties and Responsibilities.

• Answer incoming and initiate outgoing phone calls to clients and carriers.
• Manage calendars and CRM (Client Relationship Manager) system, ensuring data integrity and information is current.
• As the primary contact for on and off-site meeting scheduling and subsequent meeting preparation, you will work closely with the advisors to prepare and assemble various proposals, spreadsheets, presentations and reports.
• Client onboarding and ongoing assistance, create meeting folders and welcome packets.
• Document management including organizing meeting notes, uploading client-provided documents, and report preparation.
• Provide generous customer service and thorough, creative problem solving for client issues.
• Compose correspondence, reports, memos and emails.
• Office management duties including supplies ordering and office maintenance.

Core Competencies.

• Excellent oral and written communication skills, superior attention to detail, focus on client service, self-motivated and able to work independently.
• Strong interpersonal skills, desire to build lasting relationships and work in a small team environment.
• Experience with using office equipment, computer software tools and cloud-based systems.
• Eager learner, open to new challenges and “can do” attitude.
• Discrete when working with highly confidential information.
• Creative problem solver with the ability to follow through to complete resolution.
• Comfortable in a fast-paced, dynamic work environment.
• Versatile within a team environment, willing to take on multiple roles.

Experience and Education.

• Associate or Bachelor’s degree
• Minimum 2-3 years of experience in an office administrative or executive administrative role
• Financial services, insurance, or investment experience - preferred
• MS Office experience required (Outlook, Excel, PowerPoint, Word, etc.)
• Proven administrative, organizational and time management skills with great attention to detail and accuracy a must.