Administrative Assistant Job at Ark Wealth Partners in Lombard

Operating without a plan is like sailing without a compass. At Ark Wealth Partners, we believe success always starts with a plan. Recognized by Forbes as a best-in-state financial securities practice, our mission is to bring clarity to what’s possible for our clients' financial future. We develop a comprehensive plan designed to help clients achieve their most important goals - to get them from where they are, to where they want to be.

POSITION OVERVIEW

We are seeking an initiative-driven, detail-oriented individual with administrative experience to provide administrative support for a fast-paced financial service practice in Lombard, IL. This role is critical to the client experience and requires a high degree of follow-through, strong interpersonal skills and organizational capability. The ideal candidate will have a commitment to serving others and desire for professional growth.

With direction from the Director of Operations, the Administrative Assistant will be responsible for scheduling client appointments, managing the client database system, assisting with team projects, and more.

KEY RESPONSIBILITIES

Administrative Support

• Organize and maintain Financial Advisor calendars, including scheduling appointments and sending meeting confirmations
• Arrange comprehensive travel logistics for Advisors, including flights, accommodations, ground transport, and detailed travel itineraries
• Add, manage and maintain updated information for all client CRM records
• Prepare and edit documents, reports, and presentations as needed
• Maintain updated activity tracking for all tasks, calls, appointment outcomes and corresponding meeting notes
• Assist with administrative functions such as faxing, scanning, processing mail, and maintaining and ordering office supplies
• Coordinate event planning for firm functions, meetings, and conferences
• Provide additional administrative support to Advisors and team members as needed

Client Service

• Manage incoming calls, emails, and correspondence, ensuring timely responses and prompt redirection of inquiries to appropriate team member
• Collect required information from clients and add to digital client file folder and CRM system
• Schedule and track client meetings with estate planning attorneys

IDEAL CHARACTERISTICS

• Strong written and oral communication skills
• Excellent interpersonal skills
• Strong organizational and time-management skills
• High attention to detail and follow-through
• Ability to work with high degree of accuracy and autonomy
• Ability to establish credibility and maintain effective working relationships with clients
• Willingness to learn and grow
• Comfortable working in a fast-paced environment

REQUIRED QUALIFICATIONS

• Associates/post-secondary degree or equivalent work experience
• 3-5 years of office administrative experience
• 3-5 years of client service experience
• Scheduling and calendar management experience
• Proficient in Microsoft Office 365 – Outlook, Word, Excel and PowerPoint

PREFERRED QUALIFICATIONS

• Prior experience in financial services, wealth management or similar field
• Experience with CRM client management software

COMPENSATION & BENEFITS

• Competitive salary and benefits package
• Opportunities for professional growth and development
• A supportive and collaborative work environment

Seniority level

Associate

Employment type

Full-time

Job function

Administrative