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Talmo & Associates is seeking to hire a skilled Administrative Assistant for a financial services firm that has been in business since 2000. It is an Independent Marketing Organization in the insurance segment and a Registered Investment Advisor in the investments segment of the broader financial services industry.

Job: Administrative Assistant

Location: Auburn, CA

Job Type: Full-Time, M-F in office only, no hybrid or remote

Payrate: $19+ DOE

Job Description:

Looking to add another person to our administration team. This person would be trained by the firm’s two partners. This person will be interacting with insurance agents, investment adviser representatives, clients, and financial institutions in all mediums of communication. This person will be a key support to IFC’s two partners. Flexible on schedule and shift times within our business days of Monday through Friday, and this role is in person only.

This person would receive training on and have responsibility over our new business and client services workflows with light reception responsibilities. This will include:

• Meeting/greeting clients in the office. Offering water/tea/coffee
• Communications - capturing voicemails, emails, inbound/outbound phone calls
• Mail - receiving/organizing/sorting/reviewing mail, preparing outgoing mail, sending thank you cards, create covers, printing forms/envelopes, and drop off at the PO if we miss pickup times
• Scheduling. This includes keeping advisers on schedule, setting annual reviews, making reservations, building travel itineraries, events, prep for meetings (including preparing documents and new client folders)
• Office tasks - distributing printed forms, copies, preparing docs as needed, shredding, restocking supplies, scanning in receipts
• CRM/Data Management - We use multiple systems for data management. This person will need to have strong data entry skills and be able to manage different information in different systems.
• New Business - reviewing new applications and submitting to life insurance companies and/or Charles Schwab, order paramedical exams and medical records for insurance cases, handling NIGOs, tracking incoming transfers, and other follow ups
• Client Services - prep/submit client services related forms. Address changes, name changes, beneficiary changes, etc
• Rep Support - E&O and change of info submissions, quotes/illustrations, applications, forms, policies, etc
• Quarterly Newsletter - Help to develop the quarterly newsletter using an existing template once per quarter
• Other tasks as deemed necessary by management

We have identified a couple key attributes we will be specifically looking to identify in candidates:

• Strong critical thinking skills who understands the why and how processes work, not treating the work as a checklist to get done
• Works well with constructive criticism without taking strong business drive as being abrasive
• Ability to prioritize and re-shuffle the workload efficiently
• Service oriented - their drive comes from helping others succeed
• Thinks bigger picture - knows where they want to go over the next 3-5 years avoiding burnout, and can put the firm’s advancement and success over convenience within the workflows

Qualifications:

• At least 2 years experience in an admin and/or executive assistant role