Administrative Office Assistant and Scheduler

Bluespring Wealth Partners•Grand Rapids, MI

12d•Onsite

About The Position

Rinvelt & David is seeking a proactive and detail-oriented Administrative Office Assistant & Scheduler to join our team. The ideal candidate will demonstrate strong personal initiative, the ability to manage multiple responsibilities, and work effectively with a variety of personalities. This position is responsible for supporting the daily operations of the front desk, supporting our office, and ensuring an exceptional client experience. The Administrative Office Assistant & Scheduler will collaborate closely with the Office Manager and provide administrative and scheduling support across the firm.

Requirements

High school diploma or GED required.
A minimum of 2 years of experience in office administration is required.
High level of professionalism and discretion in handling confidential information.
Professional attire and demeanor.
Strong time management and organizational skills, with the ability to manage multiple tasks independently.
Excellent verbal and written communication skills.
Exceptional attention to detail and organizational ability.
Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
Ability to multitask and work effectively in a fast-paced environment.
Comfort working with numbers and financial calculations.

Nice To Haves

Experience in the financial services industry is preferred but not required.
Experience with financial planning and reporting software is preferred.
Experience with CRM systems is preferred.

Responsibilities

Answer incoming calls, transfer to the appropriate team members, and take accurate messages.
Distribute incoming mail or route it to the Office Manager for review.
Assist with regular weekly mailings and special project mailings.
Greet clients upon arrival and ensure they are offered refreshments.
Prepare conference rooms prior to client appointments.
Copy and organize client documents (e.g., identification, paperwork) as needed.
Coordinate client lunch orders, including ordering, delivery or pickup, setup, and cleanup.
Proactively schedule appointments for Advisors and maintain related reports.
Make appointment reminder calls and send weekly emails to clients as needed.
Generate and analyze appointment scheduling reports under Advisor direction.
Create monthly birthday and wedding anniversary reports.
Update and maintain the front lobby display in coordination with the Office Manager.
Maintain the annual office event calendar and event spreadsheets with attendee data.
Enter new client information into the CRM and assist with ongoing database maintenance.
Manage client address changes in the CRM.
File client documents both physically and electronically.
Create new account folders with appropriate labels and coding.
Collect and organize review meeting materials for Advisors.
Provide clients with custodial tax forms upon request.
Support annual estate document reviews by preparing required updates.
Assist in annual review of RMD spreadsheets.
Maintain client service logs and assist with shipping documents and data to clients and custodians.
Provide administrative support, including scanning, faxing, laminating, filing, and supply stocking.
Maintain and update the office CRM database.
Manage ongoing physical file maintenance, including scanning and secure destruction of closed files.
Review and organize electronic files for clients and prospects.
Monitor office supplies and notify management of needs.
Provide assistance as needed.
Maintain a clean and organized kitchen and common areas.