Administrative Assistant/Client Data Specialist

Vista Wealth Solutions•Allentown, PA

21h•Onsite

About The Position

Administrative Assistant/Client Data Specialist Join our dynamic team led by two experienced financial advisors with over 50 years of cumulative financial and insurance industry expertise. We pride ourselves on building long-lasting relationships with our clients and delivering unparalleled service tailored to each client’s needs. Our mission is to empower individuals and business owners by developing strategic plans that ensure financial security. We value organized and detail-oriented professionals who are self-starters and life-long learners that like helping people achieve their dreams. We are looking to add a committed team player to join our growing practice. The role of Client Data Specialist/Administrative Assistant is a valued member of our team who will be aligned with and assist two senior advisors with day-to-day operations to amplify the advisor’s role, success of our clients, and growth of the firm. In this role, you will segment new and existing clients, implement a touchpoint calendar, and ensure accurate data entry into our A360 system. Additionally, you will help digitize client files, improving our service delivery and record-keeping processes. How will you help support our clients and practice? Work directly with an experienced CERTIFIED FINANCIAL PLANNER® professional Support all aspects of the advisor role without pressure of sales or prospecting Assist with the continuous development and implementation of our client service model, manage/update CRM, client segmentation in CRM Manage tasks, follow-ups and workflows to ensure prompt and accurate client service Provide administrative support to the team as needed: answer incoming calls, take and deliver messages for advisors, faxing, filing, making copies, open, sort and distribute incoming mail, case preparation for client meetings, create new client files, managing existing files – including digitizing of physical files Client mailings – birthday, holiday cards Approach all scenarios with a “how can I help improve this” mindset Consistently seek to enhance existing processes with the goal of reducing friction and providing a “Wow!” client experience with every interaction Who do you need to be? Full-time applicants preferred but willing to be flexible Honest and full of integrity. Understanding we are helping clients with an important, integral and intimate part of their lives, their finances. A natural service provider who derives their energy from a supporting role Excellent communicator in both verbal and written mediums Comfortable in a fast-paced work environment offering variety and constant evolution Technologically savvy and embracing the continued adoption of industry-leading technology and processes An excellent multi-tasker with ability to be both quick and thorough; never sacrificing significant attention to details and data accuracy A student of personal development

Requirements

Honest and full of integrity
A natural service provider who derives their energy from a supporting role
Excellent communicator in both verbal and written mediums
Comfortable in a fast-paced work environment offering variety and constant evolution
Technologically savvy and embracing the continued adoption of industry-leading technology and processes
An excellent multi-tasker with ability to be both quick and thorough; never sacrificing significant attention to details and data accuracy
A student of personal development

Nice To Haves

Prior operational, administrative, or executive assistant experience preferred
Prior investment or insurance industry experience preferred
Microsoft Office Skills - Outlook, Excel, PowerPoint, Teams, OneNote
Industry Technology Platform Experience – Advisor360, eMoney, Wealthscape, Envestnet, EZapp good
Familiarity with CRM software or client database management

Responsibilities

Segment new and existing clients
Implement a touchpoint calendar
Ensure accurate data entry into our A360 system
Digitize client files
Support all aspects of the advisor role without pressure of sales or prospecting
Assist with the continuous development and implementation of our client service model, manage/update CRM, client segmentation in CRM
Manage tasks, follow-ups and workflows to ensure prompt and accurate client service
Provide administrative support to the team as needed: answer incoming calls, take and deliver messages for advisors, faxing, filing, making copies, open, sort and distribute incoming mail, case preparation for client meetings, create new client files, managing existing files – including digitizing of physical files
Client mailings – birthday, holiday cards
Approach all scenarios with a “how can I help improve this” mindset
Consistently seek to enhance existing processes with the goal of reducing friction and providing a “Wow!” client experience with every interaction