Administrative Assistant II - Investments

GENERAL DESCRIPTION OF POSITION

The Administrative Assistant II - Investments supports the practice in ensuring tasks tied directly to the overall business plan are completed efficiently and effectively. This position supports advisors by completing tasks, managing inquiries, maintaining client accounts, coordinating business operations, and supporting client relationship activities while operating within Ameriprise Financial and company guidelines.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Work closely with assigned Financial Advisors and Program/Practice Manager to provide support.

2. Provide administrative support, maintain client account data, manage inquiries, and track referrals.

3. Schedule client meetings, seminars, webinars, conferences, and conference calls.

4. Maintain branch files, contracts, audit documentation, compliance records, and disclosures.

5. Manage and maintain client information ensuring data is current and accurate.

6. Coordinate communications including emails, letters, thank-you notes, text communications, and mail processing.

7. Ensure client calls and in-person visits are resolved accurately and efficiently.

8. Oversee office equipment maintenance and office supply ordering.

9. Assist with onboarding, account maintenance, transfers, and approved service activities.

10. Coordinate client events, seminars, community outreach activities, and volunteer efforts.

11. Support branch partner relationships and referral tracking activities.

12. Assist with approved website, social media, and marketing activities in accordance with compliance standards.

13. Coordinate vendor relationships and maintain gift and entertainment logs.

14. Process approved deposits, operational requests, and client service transactions.

15. Prepare expense reports and maintain administrative records. 

16. Complete BSA/AML and all required compliance training.

17. Perform other duties as assigned.

18. The ability to work in a constant state of alertness and in a safe manner.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND EXPERIENCE

Broad knowledge of such fields as accounting, marketing, business administration, finance, etc. Equivalent to a four year college degree, plus 5 years related experience and/or training, or equivalent combination of education and experience.

COMMUNICATION SKILLS

Ability to read, analyze, and understand general business/company related articles and professional journals; Ability to speak effectively before groups of customers or employees. Ability to read, analyze, and understand general business/company related articles and professional journals; Ability to speak effectively before groups of customers or employees.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, ratios, and proportions to practical situations.

CRITICAL THINKING SKILLS

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS

Not indicated.

PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS

Securities Industry Essentials (SIE) Examination
FINRA Series 7 Registration
FINRA Series 63 Registration and FINRA Series 65 Registration, or the combined FINRA Series 66 Registration
Applicable State Life, Health, and Variable Insurance Licenses

SOFTWARE SKILLS REQUIRED

Advanced: Word Processing/Typing

Intermediate: Accounting, Alphanumeric Data Entry, Contact Management, Database, Other, Presentation/PowerPoint

Basic: 10-Key, Spreadsheet

WORKING CONDITIONS

Periodically exposed to such elements as noise, intermittent standing, walking, pushing, carrying, or lifting; but none are present to the extent of being disagreeable.

ENVIRONMENTAL CONDITIONS

The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

PHYSICAL ACTIVITIES

The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

High diversity, low physical. Work activities which allow for considerable amount of diversity as an incumbent performs a variety of tasks. Such tasks might be performed from a given work area, or the individual may move about physically in performing a variety of duties.

While performing the functions of this job, the employee is regularly required to sit, use hands to finger, handle, or feel, reach with hands and arms, talk or hear; occasionally required to stand, walk, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

ADDITIONAL INFORMATION

Preferred Education and Experience:
- Minimum of 10 years of experience in one or more areas of Financial Services, Wealth Management, Banking, Insurance, Operations, Related financial industries; or
- Current possession of the applicable licenses and registrations listed below

Preferred Licensing:
- Securities Industry Essentials (SIE) Examination
- FINRA Series 7 Registration
- FINRA Series 63 and Series 65 Registrations, or the combined Series 66 Registration
- Applicable State Life, Health, and Variable Insurance Licenses

Additional Requirements:
- Ability to support multiple financial advisors within an assigned territory or region
- Willingness and ability to travel between branch locations as business needs require