Office Manager/Financial Advisor Assistant

In-Office Position - 40hrs/wk

Overall Function:

The Office Manager/Financial Representative Assistant specializes in client service to ensure the maintenance of an efficient, organized office that allows the financial advisors to focus their energy on building client relationships. The assistant is a liaison between the home office, financial advisors, network office support team, and clients. Specific responsibilities may include but are not be limited to:

Support:

Handle case notes, process correspondence and maintain client case files.

File new statements, account forms and other insurance/investment-related materials.

Maintain financial advisor’s calendar and schedule follow-up appointment.

Answer telephone calls and direct them as appropriate.

Process client/prospect reservations for marketing events such as seminars and assist in preparation of seminar materials and event mailings.

Maintain supplies of current insurance/investment-related marketing materials.

Input data, print proposals and gather information at direction of financial representative in preparation for client/prospect meeting.

Contact clients to set up follow-up meetings with representative.

Contact clients to confirm receipt of forms or request return of completed forms.

Maintain current client information for all product lines.

Monitor Daily Status Report (DSR) and expedite any additional underwriting requirements.

Communicate with home office, NMIS and fund families as needed to supply or obtain information.

Prepare/print letters of instruction for client signature.

Prepare policies for delivery.

Maintain check logs.

Send client birthday cards and schedule birthday/age change appointments for representative.

Generate lead letters and implement marketing programs.

Client Service Support | Non-Securities Products:

(Non-securities refers to Northwestern Mutual and other outside portfolio, fixed or non-variable insurance products)

Review insurance applications, conversions and policy changes for completeness and accuracy and return to representative for any missing information.

Arrange medical, paramedical and any exams necessary for underwriting.

Provide current status and account values for non-securities related accounts.

Contact clients regarding late payments.

Process incoming non-securities related insurance service requests from clients (process address changes, bank change information, loan requests and other service inquiries).

Prepare account summaries for variable and securities owners.

Client Service Support | Variable Insurance/Annuity and Investments:

Gather information for financial advisor’s meetings with clients/prospects.

Enter investment data into planning software (non-asset allocation components only) and distribute investment related forms to existing clients.

Review insurance/investment applications and documents for completeness and accuracy and return to advisor if missing information.

Arrange medical, paramedical and any exams necessary for underwriting.

Monitor Items for Attention (IFA) and bring any action items to the advisor’s attention.

Complete order tickets and new account forms based on information obtained by advisor.

At advisor’s direction, initiate fund/investment transfers, exchanges and redemption requests.

Receive and forward checks and related paperwork to the network office and home office investment operation areas.

Work with network office, NMIS and fund families to resolve client account issues.

Provide account values and performance to clients at the direction of advisor.

Qualifications:

Experience in administrative support or customer service, preferably in the financial services and/or insurance industry but not required.

Bachelor’s Degree preferred but not required.

Health and Life licensed or gain licensing within 6 months of employment.

Experience in administrative support or customer service, preferably in the financial services and/or insurance industry.

Excellent oral and written communication skills.

Familiarity with Microsoft applications and data entry and information retrieval software.

Demonstrated organizational and time management skills, set priorities, and meet deadlines.

Strong attention to detail with the ability to work with a high degree of accuracy.

Ability to proactively identify what needs to be accomplished and take action as appropriate.

Has interest in learning and growing on a continuous basis.

Ability to embrace change and work in a fast-paced environment.

Ability to work both independently and in a team.

Ability to maintain confidentiality.

Benefits:

Health Benefits.

Bonus/Incentives/Additional employee benefits opportunities.

Paid time off.

Professional development assistance.