About the Role
This administrative support position is a part-time, hourly position: 20 hours per week.
Manage and maintain advisor’s schedule
Prepare reports, memos, letters, financial statements and other documents, using Word, Excel and databases
Track all communication with clients, custodians and third-party administrators in Client Relationship Management software (ACT!)
Read and analyze incoming emails, voicemails, memos, statements, letters, and reports in order to determine their significance and coordinate their accomplishment
Open, sort, and process incoming correspondences, including faxes and email
File and retrieve documents, records, and reports (recent paperless office – Laserfiche)
Communicate with clients through telephone, email to coordinate appointments, answer general questions, and ascertain what questions the advisor must address with the clients
Prepare paperwork for various financial and client-related transactions, working closely with custodians and third party administrators (Charles Schwab and Fidelity Investments) to safeguard accuracy
Track all financial and client-related paperwork, following up with clients to ensure timeliness and adherence to deadlines
3+ years prior administrative/client service experience; preferably supporting a financial advisor and working directly with clients
A minimum of 5 years total work experience
Excellent verbal and written communication skills as well as critical thinking skills
Proficiency in Microsoft Office Suite – particularly Word and Outlook
Excellent computer aptitude: ability to learn new software and systems quickly (we use Laserfiche, Naviplan, Morningstar, PortfolioCenter, Schwab Institutional, WealthScape, LaserApp and Assemblage, and others)
Experience using CRM; we use ACT
About you –
You are a conscientious, detail-oriented, calm, and professional individual. You are easily able to adjust to regularly shifting priorities and are comfortable with and are effective at identifying high-priorities and pivoting your workflow to accomplish first-priority tasks, as well as other tasks within deadlines. These are the skills we are looking for:
You are comfortable with and excel at communicating on the phone with clients, vendors, and other advisors and coworkers; you are skilled at giving clear and concise instructions.
You excel at being organized; you follow a procedure the same way every time, even when interrupted with a higher priority, you return to your original task with the same order and process.
You have exceptional verbal and written communication skills
You are able to listen to clients and vendors/custodians to ascertain what questions are being asked and are comfortable with asking follow-up questions to ensure that you understand what they want and will work towards finding resolution
You are a self-starter and are comfortable asking questions when you do not understand something
You value and ensure accuracy and pay special attention to details in your work
You are able to follow already set up protocol and procedures to make sure that everyday tasks, special projects, and emerging high priority tasks are tracked, documented, and completed
You work well with others, exhibiting a friendly and patient approach with various personalities
You are able to complete certain tasks that are tied to a set time (e.g. within market open hours)
You work well on your own, but you are also very comfortable asking for a coworker to help you if they are in the office and you are not
About the Company
California Financial Advisors, CFA, is an equal opportunity employer.
CFA is a fiduciary investment advisory firm that specializes in retirement planning and investment supervisory services. CFA, values a long-term investment approach while catering to the unique needs of all its clients. As a fiduciary firm, CFA conducts all business practices solely in each client’s best interest. CFA has been able to grow and succeed while maintaining relationships that go beyond the quantitative data.