PART TIME | IN OFFICE
Boulo Solutions is partnering with a Cahaba Heights based financial group who is looking for an administrative assistant to greet clients walking through the door and answer the phone in addition to some other duties. If you are looking for a part time role M-Th during school hours and want to work with a great team, this could be a great option!
Hours: M-Th 8:30-3pm
Pay: $20/hour
SUMMARY OF ESSENTIAL DUTIES
Create an inviting environment with a welcoming personality and professional appearance with
high organization skills and the ability to work in a busy environment with minimal supervision.
Specific areas of responsibility include but are not limited to:
- Manage the “front of house” firm Client Experience greeting clients, managing meeting rooms and catch phone calls when in the office.
- Support the Director of Operations keeping up with office supplies and supplies for clients.
- Support marketing with supplies, correspondence, event support and communications.
JOB DESCRIPTION
Client Experience
- Enthusiastically receive phone calls from clients and prospects and greet each person who visits the firm with a smile and a welcoming attitude.
- Engage in conversation with clients/prospects and record those interactions in our database as well as administer appropriate paperwork for new clients.
- Maintain the lobby space so it always makes a positive impression on everyone walking through the door. Reading material and marketing supplies should be stocked and current. Oversee kitchen area making sure appliances and counters are clean and kitchen cabinets remain organized.
- Update and maintain client information in our Client Relationship Management (CRM) software.
- Keep kitchen stocked with supplies for clients and staff.
- Prepare refreshments for client meetings and offer beverages to clients in our office.
- Send monthly birthday and anniversary cards to clients.
- Manage special mailing projects (monthly birthdays & Thanksgiving cards, special event invitations, etc.).
Administrative
- Be present at the front desk from 8:30 AM- 3PM, Monday-Thursday
- Manage mail daily and deliveries as well as prepare all outbound mail and FedEx shipments
- Scan client statements, notes and other documents to client files
- Assist Director of Operations with:
- Updating data of prospects, new/existing clients as information is gathered
- Name, phone, address change, paperless and online access requests
- Track and order office and client event supplies
- Maintain RSVP lists for client events
- Assist with workshops, seminars and client educational events
- Make personal calls to clients for events
- Maintain a high level of confidentiality in accordance with firm's Employee Handbook
- Assist CEO and other Lead Financial Planners as needed
- Assist in coordination and scheduling of team activities and lunches
- Seeking opportunities to help others in the office
- Complete special projects as needed
REQUIRED SKILLS
- Exceptional oral and written communication skills
- Excellent follow-up and follow-through skills
- Personable, approachable with a positive attitude
- Able to interact well with sophisticated, high-net-worth clients and all employees
- Willingness to learn and adapt to financial software
- Able to exercise good judgment by recognizing urgency and setting priorities
- Professional attitude, demeanor and appearance
- Able to work independently with good problem solving and time management skills
- High degree of confidentiality and latitude
- Proficient with Windows based software, including MS Word, Excel, PowerPoint
- Work experience that demonstrates interpersonal and teamwork skills
About Boulo: Don’t let your job search end here. Boulo is a recruiting platform that goes beyond titles and timelines. We help experienced, knowledgeable professionals stand out to hiring managers by showcasing value through a skills-first approach. If you’re tired of being overlooked on other job boards and seeking a new opportunity, join Boulo here: https://boulosolutions.com/