Overview
Executive Assistant Jobs in Roseville, CA at WestPac
Job Overview
We are seeking a dynamic and highly organized Executive Assistant to support our leadership team and ensure smooth daily operations within our office environment. This role offers an exciting opportunity to be the backbone of our administrative functions, providing essential support that drives productivity and efficiency. The ideal candidate will demonstrate exceptional organizational skills, strong communication abilities, and a proactive attitude to manage a variety of tasks with enthusiasm and professionalism. You will serve as a key point of contact for internal teams, clients, and visitors, contributing to a positive and well-coordinated workplace.
Responsibilities
- Schedule appointments including initial meeting, assist with follow up, and set up next meeting.
- Prepare for client meetings, including creating presentations and taking notes.
- Cultivate and enhance new and existing client relationships by delivering excellent (white glove) client service model.
- Maintain a high level of professionalism and build solid business relationship with clients and co-workers.
- Follow up on outstanding requirements and manage Policy Owner service requests.
- Keep Advisor and team members informed on pending business, production, and progress. 
- Open new investment accounts efficiently and process paperwork using tools like DocuSign.
- Utilize Investment software platforms and be skilled at preparing investment paperwork, investment data entry and bundling client applications.
- Research & review Investment securities & portfolios using enterprise software.
- Maintain frequent and extensive contact with investment firms, internal teams, broker-dealers, and clients.
- Maintain files and records organized in client database, CRM software, and investment platform.
- Schedule client’s annual review & complete action items in securities software.
- Assist with travel arrangements.
- Manage Advisor’s license renewals and continuing education requirements.
- Manage client software such as LBS, CRM database, etc.
- Coordinate and manage Advisor’s calendar, events, webinars, etc.
- Aid in Marketing efforts & comply with all social media guidelines.
- Search LinkedIn for client and recruit opportunities
- Manage recruiting sourcing & make initial phone screens
- Provide support to Administrative Operations
- Order marketing/recruiting material and office supplies needed to keep the office running smoothly.
- Other administrative tasks as needed.
- Log checks & transmittals for agency Investments.
- Additional assignments as needed.
Qualifications
- Education: Bachelor’s degree in finance, business, or a related field preferred.
- Experience: 4+ years in the financial field, insurance industry or as an Administrative /Executive Assistant Role.
- CRM experience required.
- Excellent computer skills, web-based applications, and Microsoft Office 365.
- Detail-oriented with strong organizational and multitasking abilities.
- A client-centric mindset with a focus on delivering exceptional service.
- Strong knowledge of financial products, investment accounts, and industry regulations.
- Excellent communication and interpersonal skills to build strong client relationships.
- Ability to multi-task and keep good time management in a fast-paced agency environment.
- Willingness to learn and adhere to established systems and processes.
- Ability to work independently and collaboratively in a fast-paced environment.
- Excellent team player and the ability to work well with others.
- Need to clear background check and fingerprint requirements
- Must be eligible to work in the United States.
- Must be able to keep sensitive information confidential.
Personal Attributes
- Proactive and self-motivated with a strong sense of initiative.
- High emotional intelligence and the ability to build strong relationships with clients and team members.
- Detail-oriented with a commitment to excellence.
- Flexible and adaptable in a fast-paced environment.
Pay: $50,000.00 – $75,000.00 per year
Education:
- Bachelor’s (Required)
Experience:
- Finance: 4 years (Required)
Location:
- Roseville, CA 95661 (Required)
Work Location: In person
Title: Executive Assistant
Company: WestPac
Location: Roseville, CA
