Executive Office Administrator

About Allworth Financial

Allworth Financial (www.allworthfinancial.com) is an independent investment advisory firm providing full-context wealth planning solutions. The firm brings together investment, tax, retirement, estate, and other financial considerations to help clients evaluate decisions in the context of their whole financial lives.

Founded in Sacramento, California, in 1993, Allworth Financial is a high-growth, private equity-backed, multibranch registered investment adviser. Allworth is primarily a fee-based fiduciary advisory firm that emphasizes client well-being and education. The firm continues to expand through acquisitions and organic growth.

Allworth is a great place to work and build a career. The firm ranks among the top 15 on Barron’s Top 100 RIA Firms list, has a historical client retention rate of 97%, and is a National Business Research Institute (NBRI) Circle of Excellence Award winner. Learn more at AllworthFinancial.com.

SUMMARY:

Our Client Service Department consistently strives for service excellence. The Executive Office Administrator is a critical role and we are looking for someone who is outgoing, friendly, organized and committed to providing our clients and advisors with an exceptional customer service experience.  

This position requires 5 days of in-office work in our Indianapolis, IN office. This is a full-time, non-exempt position.

DUTIES AND RESPONSIBILITIES:

• Client Interaction: Deliver exceptional service experiences by greeting and assisting clients and guests, addressing their service requests, and managing appointments with professionalism.
• Reception and Mail Management: Receive and route all deliveries to the appropriate recipients. Handle daily mail by receiving, opening, sorting, and preparing internal mail for distribution.
• Conference Room Maintenance: Regularly clean and maintain conference rooms to ensure they are ready for meetings and events.
• Calendar Management: Oversee and coordinate calendars for advisors, ensuring all appointments are scheduled, confirmed, and supported with necessary materials.
• Office Refreshments: Prepare and stock refreshments daily. Provide snacks, beverages, and meals as needed for office staff and clients.
• Phone and Communication Management: Direct incoming client phone calls to the appropriate departments and ensure efficient communication flow within the office.
• Office Supplies Management: Monitor and manage office supplies, ensuring inventory levels are maintained and restocked as needed.
• Facilities Assistance: Assist with addressing facilities-related issues and tasks, ensuring a well-functioning and comfortable office environment.
• Administrative Support: Provide support to Operations and Client Service teams with various administrative duties and tasks.
• Executive Support: Provide general executive administrative support, including scheduling, correspondence, coordination, and preparation of materials for senior leadership as needed
• Process Improvement: Proactively suggest and implement process improvements to enhance efficiency and effectiveness within the office.
• Quality Focus: Maintain a high standard of work quality and accuracy, consistently demonstrating Allworth’s guiding principles.
• Proactive Attitude: Embrace a go-getter attitude, taking initiative and demonstrating a strong commitment to excellence in all aspects of the role.

 QUALIFICATIONS:

• Excellent organizational and multitasking skills
• Strong interpersonal and communication abilities
• Proficiency in office software and technology
• Ability to work independently and as part of a team
• Attention to detail and commitment to quality
• Passion for excellent service and client satisfaction
• Excellent verbal and written communication skills
• 5+ years of general administration and phone experience preferred
• Flexibility and embraces change
• High degree of professionalism
• BS/BA degree or equivalent work experience preferred, but not required
• High School Diploma or GED required

BENEFITS

We value our associates’ time and effort. Our commitment to your success is enhanced by our competitive base pay and an extensive benefits package, including:

• Medical: Blue Shield (PPOs and HDHP with HSA) plans and Kaiser (HMO) plans for California associates
• Dental insurance with MetLife
• Vision insurance with VSP
• Optional supplemental benefits
• Healthcare savings accounts with company contribution
• Flexible spending accounts
• Flexible working arrangements
• Generous 401K contributions 
• Exempt associates qualify for our flexible paid time off policy
• Non-Exempt associates will receive 15 days of paid time off annually during the first three years of employment
• 11 Paid Holidays
• Option to participate in our Equity Purchase Program (Contract, intern, and part-time employees are not eligible)
• Future growth opportunities within the company

In addition, we work to maintain the best possible environment for our associates, where people can learn and grow with the firm. We strive to provide a collaborative, creative environment where each person feels encouraged to contribute to our processes, decisions, planning and culture.

Benefits are available to full-time associates who work more than 30 hours a week.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. Typical reporting relationships are described, but actual relationships may vary in some instances. This job description is not intended to be an exhaustive list of all responsibilities, duties, skills, or knowledge required of personnel classified in this job.

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