Investment Administrative Assistant

Sutton Bank•Ontario, OH

About The Position

The Investment Administrative Assistant supports the Investment Advisor by improving practice efficiency, helping grow the practice, and servicing clients. The role processes client transactions and trades and performs practice-management and general office support tasks, including organizing meetings, preparing and reviewing correspondence, and facilitating projects. The assistant prepares materials for client appointments and meetings; maintains client files and records; tracks paperwork, requests, and submissions; updates management systems; and provides timely customer service. The position also coordinates marketing and communications for investment clients, bank customers, and employees.

Requirements

High school diploma or GED.
One year of office or administration-related experience and/or training, or an equivalent combination of education and experience.
Ability to communicate effectively and clearly in verbal and written communications.
Excellent interpersonal skills.
Strong knowledge of the supported business area.
Self-directed and motivated.
Ability to manage multiple tasks.
Excellent problem-solving skills.

Responsibilities

Prepare paperwork, applications, and forms for client appointments based on requested services.
Assist the Investment Representative in preparing for client meetings by researching account balances and recent transaction activity.
Create and maintain client files, ensuring requests, statements, and confirmations are filed.
Audit documents and forms for completeness and accuracy, and contact customers promptly to resolve errors.
Maintain updates, reports, and scheduling reminders in Sales Force Management.
Maintain Status Manager.
Complete file submissions to Ameriprise and prepare and submit annuities.
Perform administrative duties, including preparing client correspondence, ordering supplies, answering telephones, and entering in-process data as needed.
Track pending paperwork and requests, review the log weekly, and contact the Investment Representative and/or client to resolve issues.
Answer questions, process requests accurately and promptly, and resolve client problems.
Coordinate marketing and maintain communication with investment clients.
Coordinate mass communications for bank customers and employees.
Schedule and organize meetings, review correspondence, and facilitate projects as needed.