Administrative Assistant - Military Veterans

AppleOne is proud to present:
Administrative Assistant

The Administrative Assistant allows the Advisor to focus on existing client needs, client acquisition, and compliance. This position supports the many different tasks for which the practice as a whole is responsible and ties directly to the overall efficiency and growth of the practice. It also makes sure that practice is being maintained and supported within Ameriprise Financial guidelines as well as those outlined for the practice.


Reports to: Advisor and/or Operations Director


Certificates, Licenses, Registrations, Designations Required: None


Key Responsibilities:


Basic Client Service

· Scheduling & confirming client visits

· Maintain client hospitality area and conference rooms

· Greet visiting clients

· Complete any e-filing, mailing (incoming & outgoing), faxing or scanning, as needed

· Send out Microsoft Teams links for visits

· Assist with client emails (delegate advisor client emails to appropriate team members), phone calls and in person visits

· Update client profiles with address, phone and name changes

· OFM document uploads (incoming & outgoing correspondence) and filing

· Manage client relationships by:

o Directing client calls to the appropriate team member

o Birthdays and gifts & gift tracking

· Use specific Ameriprise tools


Advanced Client Service

· Meeting prep and follow-up, including working with outside resources

· Assist with creating & maintaining client Perm file (Excel)

· Business processing management (creating, tracking & submitting to home office)

· Manage client relationships by:

o Answering client questions

o Contacting the service desk to resolve issues

o Initiating client service touchpoints


Business and Practice Management

· Maintain client files

· Scan appropriate meeting documents and client outside-account statements and save in Box

· Maintaining office cleanliness and neatness. Support cleaning crew.

· Assist with ordering and maintaining office supplies

· Plan and prioritize own work schedule

· Use to-do lists, calendars, computer software or other work/time management systems

· Perform other allowable duties as assigned by the Financial Advisor(s)

Key Skills/Abilities/Knowledge/Competencies:

For success in this role, an individual must be able to perform each primary responsibility at a basic level. More advanced candidates will possess greater experience and competency. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Education and/or Experience:

· At least one-year related experience and/or training; or equivalent combination of education and experience.


Language Skills:

· Able to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations

· Able to write reports, business correspondence, and procedure manuals

· Able to effectively present information and respond to questions from managers, clients, customers, and the general public.

· Excellent written and verbal communication skills are essential and expected


Computer Skills:

· Able to use SalesForce, MS Excel, MS Word, Outlook, Adobe, Microsoft Teams, accounting software, contact management systems, database software and other software tools as necessary

· More advanced candidate will have more extensive knowledge/abilities with the above tools


Technical duties, tasks, and skills:

· Able effectively organize client folders on Box


Other Skills and Abilities:

· It is essential that the Administrative Assistant role has a high degree of integrity, honesty, commitment and trust. The financial health, image and goodwill of the company are highly influenced by the person holding this position.

· The successful Ad

EEO/AA Employer/Vet/Disabled.



The Know Your Rights poster is available here:

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf



The pay transparency policy is available here:

https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf



For temporary assignments lasting 13 weeks or longer, the Company is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.



We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.



AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.

https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf



We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.


#1128

Experienced (Non-Manager)