Brokerage Department Manager/Supervisor - Wealth Mgmt. Firm - Full-time / Part-time

Position Summary:

Supervise a group of administrative professionals to assure the back office operations for a growing independent brokerage firm runs smoothly.

This position will provide high level administrative support to Financial Advisors. Primary responsibilities include managing travel coordination, conference coordination, phone coverage, scheduling meetings, maintaining calendars and files, generating and mailing correspondence and other duties as assigned.

Essential Functions:

• Organize managers’ time: schedule appointments, maintain calendars, and coordinate schedules with other staff and individuals outside the firm, as appropriate. Prepare master calendars daily.

• Research information needed for client meetings. Prepare documents (in conjunction with client service team), notes, and presentation materials, as required

• Confirm client appointments daily

• Professionally greet and assist visitors in support of other team members; help to ensure that all clients are made to feel welcome and that all visits are handled with utmost professionalism

• Follow up with clients verbally and in writing to obtain required information.

• Answer, screen and route phone calls for advisors, assisting clients directly or taking messages as appropriate

• Compose and type general correspondence

• Proofread documents and marketing materials to ensure quality control and adherence to firm standards

• Open, screen, and distribute incoming mail

• Assist with departmental paper filing and larger firm mailings

• Assist with the planning and execution of firm events as well as community events supported by the firm.

Other Job Duties:

• Maintain client records in CRM database, including documentation of phone calls and conversations with clients. Communicate confidential client information professionally and discreetly

• Deliver superior client service—troubleshoot problems and serve as a liaison between adviser and client as needed

• Process new client paperwork in coordination with client services team, and assist with new account openings, transfers, and transactions with firm custodian(s)

• Function as troubleshooter for computer systems and resolve or refer problems to system administrator

Job Requirements:

Minimum Education Required: Bachelor’s degree

Minimum Experience Required: 5 + years of experience (Financial Services experience);

Licenses/Certifications Preferred: Para Planner, CFP, ChFc or similar

Software/Systems Skills Required/Preferred: Proficient in Word, Excel, Outlook, PowerPoint, and CRM (ACT) software, Emoney, Money Guide Pro,

Soft Skills required for the position:

• Management skills

• Excellent verbal and written communication skills

• Ability to work independently and establish priorities

• Ability to handle multiple requests simultaneously and respond quickly

• Highly organized, with absolute attention to detail

• Excellent problem solving abilities

• Excellent follow-through and communication to team members regarding status of open items

• Ability to recommend procedures and reporting to improve the effectiveness of the team

• Client-first attitude

• Team player, collaborative, able to work with and through others