Administrative Assistant

POSITION SUMMARY

Serves the office as the primary contact for visitors and callers. Supports sales efforts by providing clerical support, administrative support, and sales assistance to the overall team as directed. Provides excellent customer service to prospects, clients, and staff. This role involves working with financial data and confidential client information.

RESPONSIBILITIES AND DUTIES

1. General office tasks include but are not limited to:
   1. Greet clients in person or by phone, in a positive, friendly manner.
   2. Answer incoming calls, schedule appointments, and forward calls to the appropriate person.
   3. Handle incoming and outgoing mail and faxes. Open and distribute mail daily.
   4. Assist with bulk mailings as needed.
   5. Maintain and order office supplies including snacks and drinks for client meetings.
   6. Assist with scanning for the local office.
   7. Monitor the reception area for stocked literature.
   8. Keep the front office and kitchen clean, neat, well stocked, and water plants.
2. Effectively route customer inquiries and questions by attending to client service quickly, thoroughly, and professionally.
3. Become proficient with the Customer Relationship Management (CRM) software and OnBase software platform for workflows and file storage.
4. Assist Client Services Representatives (CSRs) as needed to prepare for client appointments.
5. Help schedule review appointments by phone, mail, or email with consideration to the consultant’s recommendation, client classification system, service standards, and client preferences.
6. May provide administrative support for Stewardship Consultants, if assigned. 
7. Assist with webinars and seminars collecting prospective client data.
8. Assist with other projects as assigned.

QUALIFICATIONS

Experience: 

Prefer at least one year of administration experience, preferably in financial services

Skills and Abilities:

1. Ability to be fingerprinted to open mail and work with confidential client information
2. Excellent interpersonal and communication skills both written and verbal, with good grammar and spelling skills
3. Ability to exercise good judgment and problem-solving skills
4. Ability to work independently and as a part of a team, working effectively with other support service team members
5. Ability to work in a fast-paced environment and be flexible to changing demands
6. Ability to handle multiple tasks and interruptions with efficiency, calmness, and courtesy
7. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and ability to learn multiple database programs
8. Accuracy and attention to detail
9. Willing to disclose and certify all personal investment accounts, including any accounts held by your spouse, minor children, and immediate family members living in your household
10. Belief in the mission of Everence and willingness to gain a good general knowledge of Everence products and services, including respect for Mennonite/Anabaptist beliefs
11. Bilingual skills are a plus as they allow Everence to better serve our diverse clients but are not a requirement
     

SUPERVISORY RESPONSIBILITIES:  None
SCHEDULE:   Full-time, Monday-Friday, 8:30 am to 5 pm