OVERVIEW

We are seeking a dedicated and detail-oriented Administrative Assistant to join our team. You will be responsible for providing essential administrative support to ensure the smooth operation of our office and support our clients. The ideal candidate will possess strong organizational skills, enjoy interacting with clients and vendors, have excellent phone etiquette, be proficient in MS Office applications, and have a client-focused mindset.

RESPONSIBILITIES INCLUDE:

Manage day-to-day administrative support needs for owner/advisor and team

Answer the phone and take messages as needed, greet and assist visitors

Handle general administrative duties including filing, faxing, copying, data entry

Schedule & confirm client and vendor meetings

Maintain advisor and team member calendars

Maintain vendor lists, updating as needed

Maintain client database in firm’s CRM and all related lists and logs

Mail/upload/fax investment and/or insurance applications as required for processing

Scan and upload client documents into Client360°

Monitor CommunityLink daily for follow-up needed on Work in Progress

Assist owner/lead advisor with marketing activities including mass mailings, client appreciation events and activities (e.g., birthday and holiday cards, Constant Contact emails, etc.)

Maintain all firm compliance files, including sending correspondence for review within mandated timeframe(s)

Maintain all firm client files in accordance with regulatory requirements and firm’s filing standards

Prepare and mail client documents and mass mailings

Interface with computer technology support resources as needed

Open and close the office daily, ensuring smooth beginning and end to business day

Open, sort and distribute mail daily

Deposit client investment checks on day received and/or mail to Commonwealth with supporting documents within 24 hours or receipt

Maintain inventory of and order office supplies as needed

Backup file server and administrative assistant’s computer weekly

Submit payroll information for processing twice a month, submitting as approved by firm's owner

Work as an effective team member of a highly efficient and quality-oriented firm to ensure compliance with exacting standards.

KNOWLEDGE/SKILLS/COMPETENCIES REQUIRED

Bachelor's degree and at least five years of administrative experience, preferably in the financial services industry

Proven customer service experience and the ability to communicate effectively with people across all levels of the business

Proficiency with MS Office suite, including Word, Excel, Outlook and PowerPoint

Strong attention to detail and sophisticated organizational skills, including physical resources and computer-based resources (e.g, calendars, appointments, client contact records, images, etc.)

A self-starter who can work independently and as part of a high-quality team

If you are a talented individual looking to contribute to the success of our firm while continuing to develop your administrative skills, we encourage you to apply .

Job Type: Full-time

Pay: $70,000.00 - $75,000.00 per year

Benefits:

401(k)
401(k) matching
Paid time off
Professional development assistance

Schedule:

8 hour shift
Monday to Friday

Education:

Bachelor's (Preferred)

Experience:

Customer service: 5 years (Required)

Ability to Commute:

Reston, VA 20191 (Required)

Ability to Relocate:

Reston, VA 20191: Relocate before starting work (Required)

Work Location: In person

VISTA Wealth Strategies LLC

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Administrative Assistant