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Apollon Wealth Management, LLC · 15 hours ago

Senior Administrative Associate

Columbus, OH

Full-time

Onsite

Senior Level

Apollon Wealth Management, LLC is a firm that provides wealth management services, and they are seeking a Senior Administrative Associate to support their front office operations. The role involves managing client interactions, administrative tasks, and ensuring a professional and welcoming environment for clients and staff.

FinanceFinancial ServicesRetirementRisk Management

Responsibilities

Serve as the front office receptionist, professionally welcoming new and existing clients in person and by phone, and directing them to the appropriate team member

Deliver a high level of service so all clients feel valued and supported in their relationship with Chornyak & Associates

Answer phones and take accurate, complete messages for staff members

Anticipate client needs by reviewing the daily calendar and preparing for scheduled appointments

Maintain the appearance of the reception area and conference rooms at all times

Manage the break room, including preparing and serving coffee and refreshments, clearing dishes after meetings, running the dishwasher, and ensuring supplies are stocked

Coordinate client and staff luncheons as needed

Close the office daily by securing the front desk, logging off systems, turning off music, and tidying common areas

Answer all incoming calls promptly using a courteous, professional greeting

Transfer calls to the appropriate person or department

Take and relay complete messages when staff members are unavailable

Follow up on calls when information is not immediately available to ensure callers receive accurate and timely responses

Open, sort, and distribute incoming mail; prepare and process outgoing and overnight mail

Copy and log incoming correspondence, including client letters, notes, and checks, for recordkeeping and compliance purposes

Maintain incoming and outgoing correspondence and faxes; scan and archive documents as required

Compose and send client correspondence as directed

Ensure copiers and office equipment are stocked and functioning properly; coordinate maintenance when needed

Monitor, order, and maintain office, break room, UPS, and postage supplies

Maintain and update client information in client management systems, including fund company and Goldman Sachs platforms

Maintain mailing lists and coordinate quarterly newsletters and annual holiday card mailings

Assist the team with investment, insurance, and other administrative paperwork as assigned

Prepare cookies for staff on Wednesdays

Assist the tax team with processing client tax returns, including: Receiving and organizing client tax documents, Printing routing sheets, organizing files, and scanning documents into tax software, Routing tax packages to appropriate staff for preparation, Printing and mailing completed returns and supporting documents to clients, Logging completed steps in the tax return tracking spreadsheet

Screen incoming tax-related calls and address client questions when possible before escalating to the tax team

Order office supplies, UPS materials and postage as needed

Order coffee and cookie dough as needed

Qualification

Customer ServiceMicrosoft OfficeAdministrative SupportAttention to DetailMultitaskingInterpersonal SkillsProblem-SolvingWritten CommunicationVerbal Communication