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Administrative Assistant

Administrative Assistant

Position Description:

Step into an instrumental role. Help conduct the smooth operation of a fast-paced—and friendly—private wealth advisory office. Work as an employee of an independent advisor franchisee with a private wealth advisory practice of Ameriprise Financial. Assist in daily business operations.

The administrative assistant supports the many different tasks for which the practice is responsible and ties directly to the overall business plan of the practice.

This role provides administrative support by scheduling meetings, preparing client communications, and tracking new business correspondence. This role is responsible for responding to ad hoc requests, coordinating/tracking projects and/or managing business-as-usual projects such as filing, copying, researching printer problems, and setting client appointments.

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.

This position is 30 hours per week with an hourly rate, located in Hauppauge.

Position Functions:

· Prepare correspondence for advisor and client signatures.

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

· Work with back office to ensure accurate account setup and resolve issues

· Answer questions and provide readily available information to clients

· Conduct transaction requests as directed by financial advisors. Receiving checks and processing payments

· Schedule client appointments

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

· Answer unsolicited calls from prospects to schedule appointments or refer to advisor

· Greet clients upon arrival and extend hospitality to guests. Ensure conference room is tidy and stocked with refreshments

· Set up and maintain client management system. Maintain files and records in accordance with the records retention policy

· Document client contacts/calls

· Review and respond to emails as necessary

· Order supplies and other office relates items

· Manage equipment and facilities including equipment maintenance and service contracts

· Act as a backup to other staff

· Attend and support events as needed

What you have

· Strong organizational and computer skills

· Direct attention to detail and organization

· Effective and efficient communication and time management skills

· Polite and clear phone manner

· Ability to multi-task

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

· Ability to support and provide guidance for compliance within the advisor’s practice

· Positive attitude and sincere willingness to constantly learn and grow

· Experience with Microsoft Suite, Salesforce, and Outlook.

· High School degree or higher

Background check required.

Please email your resume to

Additional Info

Experience Level : Not Applicable

Job Function : Administrative

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