Administrative Assistant

The Coyle Company•Boston, MA

8d•Hybrid

About The Position

The Coyle Company is a boutique life insurance planning firm that specializes in designing and managing sophisticated life insurance portfolios that help ultra-affluent families distribute their wealth as they intend. As the Administrative Assistant, you play a vital role in helping execute the sales and marketing efforts of the company while providing essential administrative support to ensure the smooth operation of the office. This dynamic position requires a proactive individual who can handle a diverse range of tasks, from assisting in the creation and execution of marketing materials to managing day-to-day administrative duties. This professional is a crucial team member, contributing to both the growth of the business and the efficiency of the office while ensuring a superior experience for our clients. If you are a motivated and versatile individual with a passion for sales, marketing and administrative support, we encourage you to apply for this exciting opportunity.

Requirements

Bachelor’s degree with 2+ years relevant experience, preferably in wealth management/financial services
Proficiency in Microsoft Office Suite, PDF software, and CRM database systems
Experience working in email marketing software and graphic design software is advantageous
Excellent verbal and written communication skills with editing abilities
Strong sense of urgency and accountability; results oriented
Team player; puts success of team ahead of self
Adaptable, proactive and able to identify opportunities to support other team members
Deep desire to create an unmatched client experience that includes listening, engaging and acting for their benefit.

Nice To Haves

Experience working in email marketing software and graphic design software is advantageous

Responsibilities

Organize and schedule appointments, meetings, and help maintain calendars for Sales and Marketing team.
Update and maintain the CRM system and other databases with accurate information about prospects, clients, marketing and sales activities
Help plan and execute marketing events and campaigns that promote the Company’s brand
Help create, write, edit, publish and distribute engaging and informative content such as presentations, case studies, social media posts and other marketing materials that showcase the Company’s value proposition
Prepare internal meeting agendas, take meeting minutes, and coordinate logistics such as room or online meeting setup
Assist with the preparation of regularly scheduled reports, and research and compile information for presentations
Arrange and coordinate all aspects of business travel
Help prepare, submit and reconcile monthly expense reports for Sales and Marketing team
Follow up, prepare and distribute meeting memos and/or any follow-up correspondence
Responsible for managing all aspects of Corporate and individual life insurance agent licenses and appointments with insurance carrier contracts/appointments
Answer and direct phone calls, greet visitors, receive and distribute mail and packages
Ensure the reception area and conference rooms are maintained in a clean and orderly manner.
Act as liaison to building management company
Order and replenish office and general supplies
Provide administrative support to other associates of the organization as needed.
Special Projects and other duties as requested by the Leadership