ADMINISTRATIVE ASSISTANT/OFFICE MANAGER

JOB TITLE: ADMINISTRATIVE ASSISTANT/OFFICE MANAGER

This job opening is for an Administrative Assistant/Office Manager at Wilkinson Wealth Management. The primary function of this role is to ensure the smooth and efficient operation of our office on a day-to-day basis for our team of financial advisors. The candidate will be the primary point of contact greeting clients, answering phone calls, ordering supplies, managing schedules, and providing administrative support. Candidates would also be expected to assist Compliance, Marketing, and Operations. Compensation will be commiserate with experience. We are primarily looking for someone with the professional judgment and problem-solving skills to serve as an Office Manager, but we will consider candidates who could fill the role of Administrative Assistant and have the potential to grow into an Office Manager.

Primary Role Responsibilities Include:

• Office maintenance functions:
• Managing inbound phone calls to our office and handling associated tasks or transferring as appropriate.
• Serving as the primary scheduler & point person for the office calendar: coordinating client and other meetings; confirming with clients prior to meetings; proactively identifying and resolving conflicts; keeping track of who is in the office; keeping records of vacation days for staff.
• Preparing our conference room and office spaces to ensure they serve needed functions for meetings and present a professional image to clients and others.
• Handle all outgoing mailings needed for the office.
• Ordering supplies for the office & ensuring proper function of office tools (such as the copier); arranging for maintenance/technicians as needed.
• Paying bills for the office.
• Arranging travel for the owner of the firm.
• Helping to maintain a positive atmosphere in the office by organizing birthday and other celebrations, bringing donuts on Friday, etc. (costs borne by firm)
• Assisting with initial documentation requirements for new employees and with offboarding former employees

• Client-facing or client-related functions:
• Greeting clients when they enter the office and providing superb client experience to ensure they feel comfortable and welcomed.
• Ensuring that new clients receive all appropriate materials prior to discussions with an advisor, either via email or in person at meetings, and documenting the materials were provided in our systems.
• Processing basic client requests in our custodial system, such as money movements, updating beneficiaries, depositing checks, answering basic client questions about their account, etc.
• Updating and maintaining client information and notes in our CRM and all other databases.
• Preparing general correspondence (thank you cards, birthday cards, etc.) and ensuring all correspondence is appropriately logged in Compliance systems.
• Ensuring all gifts are logged and reported for regulatory purposes.

• Assisting our marketing coordinator with the implementation and execution of client events.

Advanced Responsibilities Could Include:

• Assisting with more advanced office operations tasks, such as personnel development, development of office policies, and assisting with payroll/expense management
• Assisting with more advanced client servicing tasks, such as opening and closing accounts and procedures around the death of clients.
• Answering client inquiries with basic information about the firm.
• Assisting with onboarding of financial planning clients (including complex data gathering/entry).
• Creating and maintaining metrics where possible to measure efficiency and effectiveness of Operations activities
• Developing and improving Operations procedures, proactively, to improve processing and the client experience.
• Training and ensuring consistency among Operations staff members so the client always has the same experience.

Required Qualifications:

• 3 years of work experience, ideally in a client-facing or customer service role
• Strong attention to detail and excellent organizational skills
• Excellent communication skills: phone, email, and in person
• Ability to prioritize among multiple projects and deadlines, and communicate status to the appropriate party
• Ability to exercise independent judgment with minimal supervision
• Ability to use discretion and maintain client privacy, including the ability to adhere to security rules
• Plenty of drive, initiative, and motivation
• Outstanding interpersonal skills with the ability to build and foster relationships
• Willingness and a desire to operate in a team environment
• Proficiency with Microsoft Office applications and Zoom

Desired Qualifications:

• 7 years of work experience
• Experience with CRM applications such as Salesforce and/or Redtail
• Series 7 and/or 66 licenses or other financial industry licenses
• Client servicing experience and/or financial industry experience, especially with LPL Financial
• Office managerial experience
• Experience with HR/personnel development
• Experience working in an environment with regulations or compliance requirements
• Small event planning experience

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

Job Type: Full-time

Pay: $35,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Charlottesville, VA 22901: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Required)

Work Location: One location