Admin Assistant/Business Processor - Part Time or Full Time

Principal responsibilities

Assist advisor with preparation for client meetings

Anticipate advisor needs and handle them proactively

Develop processes for tracking all business and handling paperwork

Complete forms correctly and submit for processing, track all pending business paperwork

File client files, statements, correspondence, and agreements completely daily

Use excellent customer service skills to build client relationships

Answer multi-line phone and direct calls accordingly

Scheduling

Use client tracking system efficiently to schedule client meetings and track client notes

Regularly review company news items, technology updates, and e-mail communications; report pertinent information back to advisor

Track and order supplies

Draft letters, as directed by advisor

Prepare and send outgoing mail.

Assist advisor with marketing efforts, such as following up with referrals, updating contact management system with names of prospects, and spearheading drip mailing programs for prospects and clients

Spearhead special projects, such as creating a company website

Set marketing deadlines for advisor and keep advisor on task with marketing activities

Perform merges for mailings, as directed by advisor

Create an annual client appreciation event; coordinate all aspects of the event

Coordinate production and mailing of monthly client newsletter

Maintain the client gift program

Maintain and update the firm’s informational brochures and other firm stationery

Update client tracking system with prospect names

Other tasks as assigned

Required knowledge/skills/competencies

2+ years of administrative or office environment experience

Ability to think on one’s feet

Ability to work independently and differentiate between matters that should be handled alone versus those that require advisor assistance

A conscientious nature and strong interpersonal skills

Ability to maintain attention to detail while under pressure, as well as to view details in the overall context of the client’s circumstances

Strong organizational skills

Ability to proactively relate client concerns to advisor

Ability to identify and solve problems

Ability to use multiple technology platforms

Proofreading (or quality assurance) skills to ensure that own work is in accordance with advisor

Other Background and Personality Traits desired

Ensure security, integrity & confidentiality of data

Honest &trustworthy

A conscientious nature & strong interpersonal skills

Looking for a long term career, not just a "job"

Expecting to live or work in or near the Skagit County area

Willingness to learn, be mentored and consistently improve

College degree preferred but not required

Wage is $14-$22 DOE