Market Administrative Assistant
Campbell, CA
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Job Description

The Market Administrative Assistant is responsible for the administrative support of the Market as assigned by the Market Director and other leaders to assist with growing the overall revenue and profitability of the Market. Including but not limited to adhering to the guidelines provided in the Supervisory/Compliance Manual.


Responsibilities:

  • Own the scheduling for Market Director & leaders using Priority Management System
  • Keep Market Director focused on high priority items
  • Handle all administrative tasks that can be taken off Market Director to be more relationship focused
  • Make sure Market Director knows "where to be," "who's involved" and "has everything needed to not wing it"
  • Licensing, Logs, compliance, errors, escalation for answers, questions contact for advisors and staff
  • Complete special projects as assigned by Market Director
  • Assist in helping advisor staff
  • Maintain Compliance files for the Market Hub
  • Process client orders in the Branch
  • Go-to resource for operations for those that office in that Branch
  • Real-estate technology for rent, seats, etc.
  • Gather and/or distribute information from Home Office personnel, advisors and clients
  • Maintain various Market calendars, reports and manuals
  • Assist Field Leaders with gathering Center of Influence (COI) contacts through social media and/or LinkedIn research
  • Ensure the Market website has current and correct information posted at all times
  • Support the Field Leaders to enable strong working relationships with advisors and W&R personnel in the Market
  • Promote good customer relations by positive, professional handling of all public contacts in the office, on the telephone, and through correspondence
  • Answer routine questions from Home Office personnel, advisors, and clients
  • Answer the telephone and route messages to others in the office
  • Act as an office receptionist by greeting visitors and coordinating visitor flow
  • Assist with reviewing client transaction requests and applications for completeness
  • Help ensure client transfer agency transactions are processed on a timely basis
  • May assist with data entry to open new accounts n NetX360
  • Assist with NIGO (not in good order) notifications to advisors
  • Help input transactions into WRA log and assist with verifying transactions for completeness
  • Open, sort and deliver incoming mail
  • Flag items that require immediate attention or special handling
  • Confirm Market mail is sent out daily
  • Ensure company issued office equipment is functioning, i.e. copier, fax machine, voice mail, telephone/internet system, etc.
  • Assist with any Home Office issued installation of hardware or downloading of software and related updates and coordinate with help desk for problem resolution
  • Order supplies to sufficiently stock the Market office
  • Assist with the processing of payments pertaining to Market office expenses and prepare expense reports for Field Operations and any advisor accounts receivable
  • Perform data entry, copying, faxing, and filing
  • Conduct resume database searches
  • Schedule follow-up conversations and interviews with candidates
  • Coordinate field leader communication and follow-up with candidates
  • Assist with candidate tracking via the Recruiting Candidate Tracking System (RCTS)
  • Prepare direct email campaigns through Automark
  • Facilitate approval, submission and placement of local recruitment advertising
  • Coordinate career workshops and on-campus events
  • Assist with the advisor licensing process by monitoring completion of licensing kits, regularly reviews licensing status with Licensing Department and reports to Market Director
  • Process continuing education paperwork for reimbursement
  • Help maintain I-9 forms and other pertinent verification files as directed by Market Director
  • Coordinate with Licensing and Transition as needed to assist in onboarding new advisors
  • Procure notary commission and perform notary services as required by management
  • Other duties as assigned

Requirements:

  • Strong administrative, technical, interpersonal and customer service skills
  • High School graduate/equivalent with a minimum of 2-3 year office administration and/or general administrative experience
  • PC experience including data entry skills of 40 wpm
  • Software proficiency
  • Windows 7
  • Microsoft Word
  • Microsoft Excel - advance proficiency preferred
  • Microsoft Outlook
  • Bookkeeping and/or good math aptitude
  • Strong verbal communication skills required, business writing skills desirable
  • Ability to handle multiple tasks in a fast-paced office environment
  • Team-oriented with excellent customer service skills
  • Unwavering commitment to confidentiality
  • Strong organizational skills with attention to details
  • Effective problem-solving, reasoning and learning skills
  • Procure notary commission and service as requested



Required Skills

Required Experience
Job Type Full-time