Administrative Assistant for Financial Advising Firm (Tucson)

About Our Firm Foster Wealth Management is quickly growing, independent financial advisory firm based in Tucson, Arizona. We serve a diverse group of individual and multi-generational clients across the country and are deeply committed to helping our client achieve their financial goals. We are looking to grow our team to provide even better service to our clients. About You You are a dynamic and hardworking individual who is looking for an opportunity to grow your career with an amazing team. You love continuously growing and stretching your skills set. You enjoy being a part of making people feel welcome and well taken care of, while also knowing you are contributing towards helping clients achieve different life goals. Summary of Essential Duties The Client Support Specialist/ Receptionist provides direct administrative support to the firms advisors as well as front office duties and general administrative processes and procedures. This role is the first point of contact with clients, coordinating client appointments and delivering an exceptional client experience. Responsibilities A successful Client Support Specialist/ Receptionist will: Make people entering the office feel truly welcome and by being cheery and upbeat, greeting people by name, directing them to the appropriate waiting space, offering refreshments and doing what is appropriate to ensure their experience is pleasant Efficiently / accurately complete administrative tasks to allow advisors to focus on helping our clients reach their financial goals Increase operational efficiency and improve administrative procedures Minimize scheduling issues and conflicts Maintain high levels of client satisfaction and build relationships with firm clients Answer phones, route calls and take / distribute messages Schedule, calendar and manage tasks and activities in CRM and team members’ calendars Manage incoming and outgoing communications (telephone and email) Provide general office support (photocopying, filing, office errands, creating documents, etc.). Review, sort and distribute incoming mail Order and maintain office supplies (including firm collateral, information packages, kitchen supplies, general office supplies, postage supplies, etc.) Manage client touches and birthday process, cards / gifts (Sympathy, Get Well, Thinking of You, etc.) Complete operations / client service tasks as requested and train to be competent in all areas over time Update processes / procedures related to the position Complete back-up duties, requests and additional projects as assigned Knowledge, Skills & Attributes High School diploma Financial services experience preferred Comfortable working with industry related software (CRM a plus) Expert computer skills, including advanced knowledge of Microsoft Office, Excel and PowerPoint Excellent oral, written and interpersonal communication skills Professional appearance and demeanor Impeccable ability to maintain confidentiality and integrity Effective follow-up skills and ability to meet deadlines without prompting Flawless attention to detail and accuracy required Energetic, eager to learn, willing to cooperate Self-motivated with ability to work well independently and under direction Comfort with being a “team player” and doing whatever is needed, big or small *Please note any offer of employment will be contingent upon the successful completion of a background and credit check