Assistant Office Manager Job at Portland, ME US Full Time

· Answer, screen, and route incoming calls

· Manage reception, welcoming and settling clients for appointments with their Advisors

· Manage Advisor calendars

· Check appointment schedules for office and see that client folders are on hand; create if needed

· Produce client reports for Advisors as needed

· Support Client Service Administrators with client account opening and maintenance

· Sending/receiving mail and correspondence

· Coordination of lunch ordering for Portland office

· Generate appointment confirmation notices

· Create or reschedule appointments as needed for clients

· Ensure the Client Relations Management system (Salesforce) is updated with client information, communication and current tasks.

· Generate reports for monthly firm-wide meetings

· Welcome clients and attend to their needs before meetings with Advisors

Essential Knowledge:

· Bachelor’s degree or higher

· Experience within a financial services firm

· Experience with financial software a plus

-Experience in reception and customer service

Skills & Abilities:

· Excellent attention to detail and adept at prioritizing and organizing

· Strong written and verbal communication skills including high-level competence in writing, editing and proofreading

· High level of integrity and regard for confidentiality

· Desire to provide high quality client service and support

· Anticipates Client and Advisor needs and expectations

· Ability to multi-task, leading multiple projects with significant scope and impact

· Works well independently but also thrives in a collaborative, team environment

Job Type: Full-time

Salary: $30,000.00 to $35,000.00 /year