Administrative Assistant

Summary

This position provides administrative support to a seasoned advisor. This role is critical to our member experience and requires a friendly, upbeat demeanor. The incumbent supports the daily operations of the practice, including, but not limited to: answering the phones, meeting/greeting members, handling/distributing postal mail and practice email, ordering supplies, utilizing Thrivent Financial computer systems and programs in support of client relations, and other administrative tasks as assigned. The Administrative Assistant reports to and is employed by Sherri Halverson.

Perks of the position:
- 15-20 hours a week
- Flexible schedule (during standard business hours)
- Growth opportunity
- Compensation Ranges between $18-20/hr dependent upon experience
- Officing out of Cleveland, WI

Job Description

Position Roles/Responsibilities/Accountabilities

• Handles incoming telephone calls and responds to requests for information.
• Performs routine administrative duties such as maintaining office supplies and processing mail.
• Prepares or coordinates the preparation of routine correspondence, reports, presentations, and special projects.
• Maintains electronic filing systems and ensures client, practice, and operational records are accurately organized and up to date.
• Assists with the development, documentation, and maintenance of standard operating procedures (SOPs) and office processes to support operational consistency and efficiency.
• Supports projects, administration of various programs, and processing functions as needed.
• Assists with the coordination and execution of marketing initiatives, client appreciation events, seminars, workshops, and other practice events.
• Drives client/member-facing activity in the practice by scheduling meetings with clients/members on behalf of the Financial Advisors.
• Updates the contact management system with client/member contact and preference information.
• Assists Financial Advisors with pre-meeting preparation, including gathering client information, preparing materials, organizing agendas, and ensuring documentation is ready for appointments.
• Provides support for client/member meetings, including follow-up activities and tracking action items as needed.
• Provides back-up support on tasks that do not require any type of licensing or registration for other staff members, as needed.
• Participates in the business planning process.
• Completes other miscellaneous tasks as assigned.

Position Qualifications

• Previous administrative/secretarial experience desired
• Strong technical computer aptitude and knowledge of business tools (e.g., Microsoft Word, Excel, PowerPoint) or ability to learn
• Ability to handle multiple tasks and maintain a high quality of work while experiencing frequent interruptions
• Ability to maintain integrity of sensitive/confidential information
• Basic understanding of our products and services, and Thrivent Financial.

Competencies

• Planning/Organizing
• Customer Focus
• Communication
• Interpersonal Skills
• Teamwork and Collaboration
• Adaptability/Flexibility

External/Internal Dependencies

• Must be able to work with all roles of the practice
• Must be able to represent the organization in work with external clients
• Must be able to cultivate and maintain relationships with outside organizations

As part of Sherri Halverson's recruiting/hiring/contracting process, a verification of a candidate's background will be made to complete the hiring/contracting process. In addition, fingerprints will be taken for submission to the Federal Bureau of Investigation for review against nationwide fingerprint records. 

Determine the need for future access to Wealthscape.  All persons with access to Wealthscape are deemed Access Persons and are subject to Compliance with the firm’s Code of Ethics which requires all outside brokerage accounts to be maintained at one of the firms designated by TIMI.