This role involves supporting the daily operations of a busy private wealth advisory practice located in Calabasas.
The Office Assistant will manage and organize office workflow and provide a range of administrative and client service functions. The candidate must uphold high standards of business and professional ethics and strictly adhere to legal and regulatory guidelines.
Salary: $45,000-$55,000 plus benefits.
Working Hours: Full-time, 8:00 AM – 5:00 PM, Monday - Friday
Office Requirement: The position requires physical presence in the office 5 days a week.
Qualifications:
- An Associate degree or higher from an accredited institution, or 2+ years of relevant experience, or a combination of education and experience.
- Excellent client service and interpersonal skills to handle sensitive and confidential situations.
- Strong organizational skills with the ability to prioritize a diverse workload, multitask, and take initiative.
- A strong work ethic, team-oriented attitude, and a high degree of professionalism.
- Proficiency in Microsoft Excel, Word, and Outlook.
- Committed to compliance and regulatory standards set by the practice and overarching financial guidelines.
Position Responsibilities:
- Manage all incoming calls, assist clients directly or transfer calls and take messages as necessary.
- Prepare the lobby area each morning and secure it each evening.
- Welcome and direct visitors to the appropriate areas or personnel.
- Handle all incoming mail daily, including checks, in line with compliance standards.
- Coordinate and confirm advisors’ schedules, including client meetings and other events.
- Maintain office supplies and oversee equipment maintenance.
- Respond to client inquiries and provide information as permissible concerning their accounts.
- Support new business processes, including document preparation, obtaining necessary signatures, application processing, and form auditing.
- Process and audit checks to ensure proper application.
- Scan and file company and client documents as per compliance standards.
- Perform varied administrative duties as needed across different business areas.
- Occasionally run errands outside of the office.
- Keep supervisors informed of any significant issues.
- Support practice compliance and maintain a thorough understanding of all compliance regulations.
- Perform additional duties as assigned.
- Regular attendance and punctuality are crucial, adhering strictly to the attendance policy.