Executive Assistant

Position Title: Executive Assistant

Position Description

Step into an instrumental role as an Executive Assistant with Hicks & Associates Wealth Management. This practice is built on strong values and strives to uphold our core principles:

Firm Values: All team members should operate on and live out the following values.

Integrity

Integrity is doing what is right even when no one is looking. This is a biblical standard, so it should be ours.

Whatever you do, do it from the heart, as something done for the Lord and not for people

Colossians 3:23

Fiduciary

Our industry defines the fiduciary standard as putting the client’s interest ahead of our own interests. This is a biblical standard, so it should be ours.

Do nothing out of selfish ambition or conceit, but in humility consider others as more important than yourselves. Everyone should look out not only for his own interests, but also for the interests of others.

Philippians 2:3-4

Team > Me

Hicks & Associates Wealth Management is a team practice. While we all have our unique roles & responsibilities within the team, we should all seek to serve the team with the mentality that the team is more important than any individual member of the team, including oneself. Ultimately, we should operate as a team, leaving our egos at the door.

Two are better than one because they have a good reward for their efforts. For if either falls, his companion can lift him up; but pity the one who falls without another to lift him up. Also, if two lie down together, they can keep warm; but how can one person alone keep warm? And if someone overpowers one person, two can resist him. A cord of three strands is not easily broken.

Ecclesiastes 4:9-12

These are the core values of Hicks & Associates Wealth Management. Each team member should exemplify these values.

This position has a responsibility of representing the company in a positive, professional manner. This role completes tasks which allow the Advisors to focus more time and energy on client acquisition and deepening client relationships. The Executive Assistant supports the many different tasks for which the practice is responsible and ties directly to the overall business plan of the practice.

This role provides supports through client service, setting up new business, follow-up on all pending business, and performing other tasks as needed. The Executive Assistant will also respond to ad hoc requests, coordinate/track projects and/or manage business-as-usual projects as assigned by the Practice Manager and/or one of the Advisors and works with clients to resolve issues.

This position will consistently follow high standards of business and professional ethics and legal and regulatory requirements when dealing with others and/or performing work activities.

Responsibilities and time allocation may change over time to meet the needs of the practice and can include other duties as assigned by the Founder or Practice Manager.

Specifically, this new team member would be responsible for:

Director of First Impressions

This new team member would also be the first person responsible for answering incoming phone calls, thereby being the first person to have an opportunity to make an impression on a prospective client or center-of-influence.

Responsibilities

• Document client contact/calls
• Greet clients upon arrival and extend hospitality to clients
• Offer and serve beverages to our clients and guests
• Load, run and, empty dishwasher
• Schedule client appointments
• Order inventory & stock supplies
• Process mail & scanning
• Database & integration management
• Write notes or letters to clients of an administrative nature & send Birthday Cards
• Prepare correspondence for advisor signature
• Review and update client information as needed for client review meetings
• Maintain files and records in accordance with the records retention policy.
• Compliance coordinator
• Conduct check in calls on follow up items
• Assist with marketing activities.
• Assist Advisors and fellow team members.
• Create reports to track, improve, and monitor practice operations
• Process Client transactions, money movement & deposit checks
• Preparing Statement of Investment Selection (SIS) forms through Envestnet
• Preparing TD Ameritrade forms for opening accounts, transfers, money movement, etc.
• Preparing and monitoring DocuSign forms
• Submitting paperwork to clients via UPS overnight mail
• Tracking outstanding paperwork (“Pending Receipt”)
• Working with TD Ameritrade to ensure proper processing and resolve issues.
• Submitting paperwork to TD Ameritrade after accuracy review

Key traits

• Direct attention to detail and organization
• Effective communication with clients, advisor, and staff
• Effective and efficient time management
• Ability to adhere to rules and regulations as stated and required by Hicks & Associates.
• Ability to support and provide guidance for processing accuracy.
• Positive attitude and sincere willingness to constantly learn and grow.
• Polite and clear phone manner

Hours

8:30 AM to 5:30 PM Monday through Friday with a 1-hour unpaid lunch break

Preferred qualifications

• High school diploma
• 2 years of Executive Assistant experience

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Executive Assistant: 2 years (Preferred)

Work Location: One location