Avantax, Inc. (Avantax), a unique community within Cetera Holdings, is seeking an Administrative Assistant who will be the initial point of contact for clients and visitors, both over the phone and in person, and provide time-sensitive administrative support to the Avantax Planning Partners (APP) team. This position will handle sensitive projects and must always demonstrate a keen sense of confidentiality and discretion. The Administrative Assistant position requires a consistently positive and upbeat attitude, a service-oriented mentality, and the ability to work with a great sense of urgency.
What you will do:
The major responsibilities of the position are listed below. To perform the job successfully, the individual must be able to execute each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
- Provide exceptional customer service to all visitors, clients, staff, and vendors.
- Welcome visitors and notify proper staff of their arrival.
- Answer and transfer all calls in a timely, warm, and courteous manner.
- Monitor general voicemail mailbox and direct voicemails to appropriate staff.
- Distribute incoming faxes to the appropriate staff.
- Handle all mail, including overnight packages, in compliance with Corporate Document Services standards and procedures.
- Handle and record checks, money instruments, certificates, etc. as per documented procedures.
- Open, distribute, or scan incoming mail to an appropriate team member.
- Sign for package deliveries, as appropriate.
- Prepare and send outgoing mail through the appropriate carrier.
- Maintain oversight of mail-related accounts (UPS, Endicia, Pitney Bowes, Postal Source, etc.).
- Perform filing/record-keeping duties, both hard copy and electronic.
- Assist with data entry to the Client Relationship Management (CRM) system, as needed.
- Provide administrative support to various leaders across the business unit.
- May assist with scheduling meetings, printing/collating/scanning materials, and entering contract information into Scout software.
- Support the Conference Committee with any tasks related to Elevate (APP’s annual conference).
- Maintain confidentiality of all company and client-related information.
- Stay current with changing technology, including software and financial programs.
- Conduct all activities with integrity and fairness, and always in accordance with the highest ethical standards.
- Uphold, support, and promote all company policies and procedures.
- Other job duties as defined.
What you will have:
- Associate degree or two-year technical school training preferred.
- 6 months to 2+ years of related Administrative Assistant experience and/or training required.
- 6 months to 2+ years of experience in a customer-/client-facing role is strongly preferred.
- Intermediate proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
- Previous experience with CRM applications is preferred.
- Meticulous attention to detail.
- Exceptional phone communication and listening skills.
- Excellent oral and written communication skills.
- Outstanding interpersonal skills and tremendous ability to build and foster relationships.
About Us
What we give you in return:
Not many teams can say that they support people’s dreams coming to life… We happen to do that every day. And as important as we know your career is, we recognize that there’s a whole lot more to life. To ensure that our Employees can make the most of their time outside of working hours, we offer a competitive salary and for full-time roles, a benefits package including:
- Inclusive health, dental, vision and life insurance plans built to support diverse lifestyles, offer preventative care, and protect against hardship.
- Easy access to mental health benefits to meet our team members and their families where they are.
- 20+ days of paid time off (PTO), paid holidays, 1 paid wellness day and 1 days of paid volunteer time off (VTO) to give our employees the time they need to stay close with their loved ones, recharge, and give back to their communities.
- 401(k) Savings plan with a generous company contribution (up to 5%), and access to a financial professional to offer our employees the opportunity to plan-ahead for a strong financial future well beyond their working years.
- Paid parental leave to support all team members with birth, adoption, and foster.
- Health Savings and Flexible Spending Account options to help you save money on healthcare, daycare, commuting, and more.
- Employee Assistance Program (EAP), LifeLock, Pet Insurance and more.
About Cetera Financial Group
Cetera Financial Group ® ("Cetera") is a leading network of independent retail broker-dealers empowering the delivery of objective financial advice to individuals, families and company retirement plans across the country through trusted financial advisors and financial institutions. Cetera is an independent financial advisor network and a leading provider of retail services to the investment programs of banks and credit unions.
Through its multiple distinct firms, Cetera offers independent and institutions-based advisors the benefits of a large, established broker-dealer and registered investment adviser, while serving advisors and institutions in a way that is customized to their needs and aspirations. Advisor support resources offered through Cetera include award-winning wealth management and advisory platforms, comprehensive broker-dealer and registered investment adviser services, practice management support and innovative technology.
“Cetera Financial Group" refers to the network of retail independent broker-dealers encompassing, among others, Cetera Advisors, Cetera Advisor Networks, Cetera Financial Institutions, Cetera Financial Specialists, and First Allied Securities.
Cetera Financial Group is committed to providing an equal employment opportunity for all applicants and employees. For us, this is the only acceptable way to do business. Accordingly, all employment decisions at the Cetera Financial Group, including those relating to hiring, promotion, transfers, benefits, compensation, and placement, will be made without regard to race, color, ancestry, national origin, citizenship, age, physical and/or mental disability, medical condition, pregnancy, genetic characteristics, religion, religious dress and/or grooming, gender, gender identity, gender expression, sexual orientation, marital status, U.S. military status, political affiliation, or any other class protected by state and/or federal law.
Agencies please note: This recruitment assignment is being managed directly by Cetera’s Talent Acquisition team. We will reach out to our preferred agency partners in the rare instance we require additional talent options. Your respect for this process is appreciated.
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