Bright Lake Wealth Management

Compensation

Full Description

Job Description: As a Marketing Office Administrator at Bright Lake, you will be an integral part of our team, providing crucial administrative support with a primary focus on receptionist duties and marketing administrative support. This role will support both the day-to-day operations at our front desk and assistance in the execution of our firm's events. This role requires excellent communication and customer service skills as well as a balance of organizational capabilities, and a proactive approach to ensuring the smooth day-to-day functions of our firm. Key Responsibilities: • Greet visitors and ensure a positive first impression of the firm through ambiance and hospitality. • Answer and direct phone calls to the appropriate person or department. • Assist with front desk operations, including visitor check-ins, mail distribution, and general inquiries. • Maintain the cleanliness and organization of the reception area and secondary workspaces. • Provide administrative support including filing, data entry, and preparation of documents. • Collaborate with the marketing team to plan and execute various events such as seminars, webinars, and client appreciation events. • Manage and operate the scheduling of the appointments with prospects and vendors. • Assist in the promotion and marketing through various channels, including social media, email campaigns and any other outlets necessary. • Provide first-class client service, including handling inquiries, scheduling appointments, and maintaining client records. • Assist in the preparation and processing of financial documents, ensuring accuracy and compliance with regulatory requirements. • Participate in the planning and execution of internal projects, working collaboratively with team members to achieve business objectives. • Facilitate effective communication across the team and with clients, ensuring timely updates and information sharing. • Contribute to continuous improvement initiatives, helping to streamline processes and enhance client satisfaction. • Assist in the preparation and execution of events and other marketing initiatives. • Handle communication with digital prospects. • Assist in maintaining client and prospect relationships through interactive communication outlets such as mail, email, text and phone calls. • Manage inventory for brand material and office supplies. Daily Tasks: • Greet and assist visitors at the front desk, providing a warm and professional welcome. • Answer and direct incoming calls, ensuring that queries are routed to the appropriate departments. • Schedule and confirm appointments for client meetings and consultations. • Monitor email and communication channels to facilitate effective information flow within the team. • Manage the reception area to maintain a tidy and conducive working environment. • Handle mail distribution and manage incoming and outgoing correspondence. • Update and maintain the office schedules, calendars and appointment outcomes in the CRMs. Weekly Tasks: • Organize logistics for upcoming client meetings and firm events, including room bookings, equipment setup, and material preparation. • Conduct follow-ups from client meetings and coordinate action items with relevant team members. • Check supplies and place orders for necessary materials for both office use and upcoming events. • Review upcoming week's appointments and events to ensure all necessary preparations are in place. • Conduct follow-up communications for event registrations and confirm attendee lists. • Hold meetings with the marketing team to discuss any marketing initiatives. • Participate in team meetings to discuss project progress, operational challenges, and client feedback. • Prepare and review reports for internal meetings, highlighting key metrics and updates. • Manage the progress of ongoing projects, ensuring deadlines are met and objectives are on track. • Assist the Event Coordinator in preparation for and setup and teardown of all events. Monthly Tasks: • Evaluate the effectiveness of client communication strategies and implement improvements to enhance client engagement and satisfaction. • Prepare detailed reports on recent events, analyzing feedback and financial expenditures to assess ROI and success. • Travel to Bright Lake's headquarters to participate in monthly in-person team trainings and quarterly marketing trainings. • Coordinate travel arrangements for the Roseville team. • Conduct a monthly review of office procedures and systems to identify opportunities for efficiency and improvements. Qualifications: • Bachelor’s degree in Marketing, Business Administration, or a related field preferred. • Proven experience in an administrative role or event coordination, preferably in the financial services or wealth management industry. • Strong organizational and time management skills with the ability to handle multiple tasks simultaneously. • Excellent communication and interpersonal skills, capable of maintaining strong relationships with a focus on providing outstanding client service. • Proficient in calendar management, office software and familiar with event management tools. • A creative thinker with strong problem-solving skills and attention to detail. What We Offer: • A collaborative and supportive team atmosphere. • Opportunities for professional growth and development. • Competitive salary and benefits package. • A role that allows for varied responsibilities and the chance to make a significant impact on our clients’ financial well-being. Job Type: Full-time Pay: $24.00 - $26.00 per hour Expected hours: 40 – 50 per week Benefits: • 401(k) matching • Dental insurance • Health insurance • Paid time off • Retirement plan • Vision insurance Work Location: In person