Virtual Administration Specialist

$55,000 - $65,000/Yr

Commonwealth Financial - Waltham, MA

Full-time - Entry Level

Hybrid - Waltham, MA

1,001-5,000 employees

Management of Companies and Enterprises

About the position

If you're looking for a high-energy, inclusive atmosphere and a company that understands the importance of work/life balance, Commonwealth is your match! From generous bonus and 401(k) programs to tuition reimbursement and flexible work schedules, Commonwealth is focused on helping its employees thrive in an environment suited to their needs. On top of all that, the Virtual Administration department offers a hybrid work schedule, so you'll be able to work from home for part of the week! We're looking for a new class of virtual administration specialists to join our next training program, which begins in February 2025. Commonwealth's Virtual Administration team is a group of focused, highly organized, and service-minded problem solvers who work directly with our independent financial advisors, acting in the capacity of a member of the advisor's office staff. Our team provides middle office support functions, such as document preparation and submission, account opening and updating, CRM management, meeting preparation, money movement requests, and client support. Our new team members will receive two months of training before working with their first office.

Responsibilities

• Working as a virtual member and operational point of contact for advisors' offices and providing task ownership, support, and coordination with other Commonwealth departments
• Collaborating with various internal operational teams across the firm to research and resolve complex issues
• Managing client data in Commonwealth's CRM platform to create and distribute reports, prepare for client meetings and calls, and create procedure workflows
• Submitting money movement requests and working with partner departments to resolve issues
• Monitoring alerts and advisor action items and proactively collaborating on responses to time-sensitive requests
• Building relationships by consistently providing the highest level of customer service

Requirements

• At least two years of experience working in a financial advisory firm preferred; other relevant experience considered
• Proficient in Microsoft Word, Excel, and Outlook, with knowledge of CRM applications
• Comfortable adapting to a variety of environments, and able to cultivate lasting relationships with advisors
• Superior problem-solving skills, with a detail-oriented approach to task execution
• Strong written communication skills and ability to take detailed and accurate notes
• Strong active listening skills and ability to communicate complex information clearly and concisely
• Ability to learn, understand, and apply new information quickly
• Highly refined time management and organizational skills, with the aptitude to use multiple systems
• Ability to thrive on a highly collaborative team

Benefits

• Generous bonus programs
• 401(k) programs
• Tuition reimbursement
• Flexible work schedules
• Hybrid work schedule