Executive Assistant/First Impressions Associate

JOB DESCRIPTION:

The Executive Assistant/First Impressions Associate is charged with the important responsibility of creating a positive and welcoming experience for clients and people considering a relationship with HPM. They work with the firm’s financial planning team and clients. The ideal candidate will be a collaborative and team-oriented individual with a high ethical character, as well as a self-starter with a strong work ethic. Professionalism and positive disposition are critical attributes of the successful candidate.

Setting the Tone of the Office: Creating an Unforgettable First Impression

-Always presents a professional and pleasant face and manner to our vendors, clients, and staff.

-Always projects a cheerful and positive demeanor on the phone and in person.

-Greets all visitors to the office with a warm welcome, eye contact, a smile and a handshake.

-Treats everyone with respect and kindness

Duties and Responsibilities include (but are not limited to):

 Opens and closes the office on a daily basis and prepares the office for business.

 Answers the phone within three rings and assists the caller or directs the calls quickly.

 Assists with greeting incoming clients and offering beverages.

 Manages incoming and outgoing mail.

 Maintains advisor outlook calendars and keeps advisors aware of daily appointments and cancellations.

 Places orders pertaining to our office: coffee, office supplies, etc.

 Provide support throughout the day for other team members as questions/situations arise.

 Confirm advisor appointments as needed.

 Handle confidential information in a discrete and professional manner.

 Adheres to HPM’s established process manual and provides improvements where needed.

Qualifications:

 Position requires work experience in an administrative role managing administrative functions.

 Effective communication skills. This includes verbal and written communication with advisors, team members, clients, and third parties.

 Financial services experience is preferable.

 Proficiency with relevant software applications such as Microsoft Office (Word, Excel, Power Point and Outlook).

 Knows or is able to learn Salesforce Customer Relationship Management Application.

 Prioritization skills to keep office moving smoothly.

 Customer service experience is preferable.

 Excellent time, task, and project management skills.

Job Type: Full-time

Pay: $45,000.00 - $52,000.00 per year

Experience:

• Microsoft Excel: 3 years (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Ability to Commute:

• Shepherdstown, WV 25443 (Required)

Work Location: In person