Administrative Assistant

Ameriprise Financial • Arlington, MA

11h • Hybrid

About The Position

Administrative Assistant Jack Kelly and Brian Kiefer, two Financial Advisory Practices of Ameriprise Financial Services, LLC are seeking a highly organized, professional, and service-oriented Administrative Assistant. This is a full-time, client-facing role ideal for someone who thrives in a professional office environment, and takes pride in helping both clients and advisors stay organized and supported. This individual will serve as the first point of contact for clients while also assisting with scheduling, operations, client service, and administrative coordination across two collaborative financial advisory practices. The advisors are looking for someone dependable, proactive, adaptable, and relationship-oriented who values long-term stability and becoming an integral part of a close-knit office environment. While both practices operate independently, the offices work closely together and maintain a relaxed, team-oriented atmosphere focused on delivering an exceptional client experience.

Requirements

• 1+ years of prior administrative, receptionist, executive assistant, office coordination, or client service experience preferred
• Strong scheduling, organizational, and multitasking abilities
• Comfortable supporting multiple professionals simultaneously
• Professional communication skills with a client-first mindset
• Ability to work independently while also collaborating closely with a team
• Comfortable learning new systems and technology
• Calm under pressure and able to juggle competing priorities
• Warm, welcoming, and relationship-oriented
• Adaptable and comfortable working with different personalities and working styles
• Mature, dependable, and trustworthy
• Strong follow-through and attention to detail
• Looking for a long-term professional home rather than a short-term stepping-stone role
• Naturally proactive with a “see a need, fill a need” mindset

Nice To Haves

• Experience with Outlook, scheduling systems, CRM systems, or financial industry software preferred
• Financial services or Ameriprise experience is helpful but not required
• College degree preferred but not required

Responsibilities

• Welcome and assist clients in person and over the phone
• Manage incoming calls, emails, and client scheduling
• Coordinate calendars and meeting logistics across multiple advisors
• Prepare meeting materials and assist with client meeting setup
• Maintain a professional and organized office environment
• Retrieve, organize, and distribute incoming mail and deliveries
• Monitor shared inboxes and assist with client follow-up communication
• Help support proactive client outreach initiatives and relationship touchpoints
• Assist with beneficiary updates, address changes, eForms, and account paperwork
• Support client onboarding and new account setup processes
• Assist with meeting preparation and data entry
• Help gather and organize documents for financial planning meetings
• Maintain organization of client files and internal workflows
• Assist with operational projects, workflow improvements, and ongoing office coordination
• Support recurring client service initiatives and operational follow-through

Benefits

• PTO: Employees accrue PTO equivalent to 10 days annually during their first year of employment, increasing to 15 days annually after one year of service
• 7 paid holidays
• Comprehensive medical and retirement benefits are available to eligible employees

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree