TalentLink Solutions

Administrative Assistant

TalentLink Solutions - Beaverton, OR

Company Overview:
We are a small, woman owned, independent financial services firm located in Beaverton, Oregon with an empowered and growing team. We employ a unique method of financial planning and build relationships of trust and collaboration with our clients. We believe in living a full and balanced life and happiness is a core value.

Our fearless leader has been in the financial services industry since 1996 and started this firm in 2008. She has been awarded locally and nationally for her dedication to attracting more women to the financial services industry, community involvement, and leadership in the Portland Metro area.

Position Overview
The Administrative Assistant position is the front line of our team. The primary responsibilities of this position are to create and nurture long-term relationships and provide concierge level service to our valued clients, as well as to support our advisors. You will follow the highest standards of business and professional ethics as well as legal and regulatory requirements. Successful candidates are detail oriented and excellent communicators who are able to grasp customer and teammate needs and develop unique ways to fulfill them. Due to the nature of our industry, this is an in-office position. We do have flexibility in hours of 32-40 per week.

Essential Functions:
This position is responsible for, but not limited to the following:

  • Excellent customer service in every client interaction. Answering phones and giving a stellar experience to clients. Welcoming clients and strategic partners to the office.
  • Administrative support for owner and advisors. This includes a high level of comfort with technology and be able to suggest technology solutions for administrative issues.
  • Maintaining schedule for office. This includes calling clients and prospects to set appointments. Understanding which wholesalers should come in when they call. Helping keep model week calendar in force for everyone in the office.
  • Preparing paperwork for appointments and processing business after appointments. Tracking all transfers and new accounts verifying they are set up correctly. Logging all new business.
  • Keeping CRM/database updated and accurate. Building and maintaining workflows and checklists. Completing tasks, or verfiying they were completed by the responsible party.
  • Maintaining compliance logs, uploading them as required, and tracking that all are done in a timely manner.
  • Sending out client letters and mass mailings. Assisting with sending electronic newsletters and information pieces to clients.
  • Scheduling locations for seminars and managing seminar attendance from development of marketing pieces, dissemination of marketing to target guests, manage RSVP’s, assist with check in at seminar. (as needed)
  • Assistance with online marketing strategies (i.e. social media, basic website maintenance, etc.)
  • Office upkeep (supplies, tidying, etc.)
  • Other projects as needed.

Position Requirements:

  • Strong written and verbal communications skills. Ability to communicate with co-workers, clients, and various business contacts in a courteous and professional manner.
  • Enthusiastic about customer service for clients, strategic partners, and teammates.
  • Excellent attitude. Willing to learn and also willing to share ideas. Curiosity to learn and ask questions.
  • Empathy and high emotional intelligence are needed in dealing with sensitive client issues.
  • Excellent computer skills. MS Word and Excel are required. Experience with MS PowerPoint, Publisher, and other technology solutions (Google Calendar, Outlook, ScheduleOnce, Trello, Redtail, eMoney, RightCapital and MoneyGuidePro, etc.) highly preferred.
  • Strong organizational skills. Ability to prioritize and manage multiple projects.
  • Detail-oriented, with great follow-up. Prides yourself on accuracy and efficiency in a highly regulated environment.
  • Able to work independently with limited direct supervision.
  • Ability to meet deadlines and updated team on progress along the way.
  • Insurance, investments, and/or financial planning background preferred.
  • Insurance and/or FINRA licenses are not required, and welcome if you have them.

Compensation and Benefits:

  • This is a W-2, hourly role. Range for this position is $23-27 per hour. We also have a bonus program based on a percentage of salary, paid up to three times per year.
  • Retirement plan with 3% company match.
  • Paid time off program.
  • Health Insurance (Providence) and Vision - 70% employer paid for employee.
  • Professional Development program.

Next Steps:
Please prepare a cover letter explaining why you want to work with us and your experience is relevant, in addition to your resume.

Compensation: $23/hr - $27/hr

Apply to this job