Part-Time Administrative Assistant

Who are we?

We are Flagship Financial Advisors, a Nashville-based, independent, privately-owned investment and wealth management practice providing fiduciary fee-based active management and other advisory services to clients throughout the United States. Our firm is staffed by professionals with more than six decades of collective financial advisory experience and supported by relationships with global investment research firms.

We have an opening for a Part-Time Administrative Assistant. This role is a key part of our growing practice and will help service our rapidly expanding client base. This part-time role will work a flexible schedule of approximately 24-30 hours per week and be in the office Monday to Friday from 9am to 3pm.

The team is seeking a dynamic and organized individual with 2+ years of administrative or office assistant experience, preferably in the financial services or other professional industry, to partner with their advisors and work under the direct supervision of the Client Service Manager (CSM) to focus on the existing client base to provide an exceptional client experience and maintain office operations.

The Day-to-Day:

Duties and Responsibilities

• Own the client recognition process including sending birthday cards, anniversary cards, and other client event communication.
• Coordinate client reviews by scheduling appointments, sending reminders, and ensuring client pre-meeting, meeting, and post-meeting processes are implemented.
• Keep conference rooms ready for appointments including replenishing supplies, ensuring overall tidiness, and confirming A/V requirements
• Communicate with building management as needed including maintenance requests
• Maintain inventory of office supplies and shop for supplies and snacks as needed
• Maintain client files/filing including electronic files and CRM (Client Relationship Management) information updates
• Send out new client welcome letters and other client communications as needed
• Set and track temporary office reservations
• Assist CSM with information and documentation requirements for new accounts, transfers, and more
• Answer client questions as able to assist the Client Service Manager
• Client event coordination including compiling guest lists and sending invitations, communicating with venues to schedule reservations and set menus, and coordinating with event sponsor companies to ensure all compliance documentation is submitted in good order and any required pre-approval is obtained
• Assist with social media postings as needed (monthly campaigns, holidays, blogs)
• Maintain a library of marketing materials including working with vendors on marketing material ordering & cost estimates
• Other duties as assigned

Our Ideal Candidate:

Our ideal candidate is someone with a positive, upbeat attitude who is a strong team player, and who understands the importance of an impeccable level of service. This person must also demonstrate a genuine understanding of the importance that both new and existing client relationships have on the long-term success of the practice. We want strong collaboratorswho can deliver a world-class client experience. We are looking for people who thrive in a fast-paced environment, are client-focused, team-oriented, and are able to execute in a way that encourages creativity and continuous improvement.

Core Competencies:

• Organized with strong attention to detail and problem-solving abilities
• Effective oral and written communication
• Time management skills with the ability to handle multiple projects and deadlines
• Outstanding interpersonal skills with the ability to build and foster relationships with clients, coworkers, and internal/external partners

Required Qualifications:

• Prior customer service experience (financial services background preferred but not required)
• One or more years of experience working in a professional office setting
• Proficiency in Microsoft Office and CRM applications
• Client-first attitude

Preferred Qualifications:

• Bachelor's degree or relevant experience
• Experience working with Financial Advisors or other professional services firms (i.e. accounting or law firms)