Job Summary:
The Client Administrative Specialist (CAS) participates in and supports the integrated delivery of a broad range of investment, personal trust, and financial planning services to a challenging and sensitive portfolio of affluent and mass affluent clients. The CAS will work with the Fiduciary Investment Advisors (FIAs) and Associate Advisors (AAs), to achieve sales, marketing and asset gathering goals of the Division. The CAS will also perform a variety of client service, compliance and administration duties including participating with FIAs/AAs in the day to day transactional needs for clients, including, deposits, check requests, transfer of assets, administration of estates and trusts, and performing annual account reviews. This position requires independent and critical thinking skills as well as exceptional client service delivery.
Responsibilities
Sales Support
Prepare proposals and other marketing materials for FIAs/AAs to use with clients and prospects.
Support new client sales and client retention efforts by scheduling appointments, making follow-up telephone calls, and preparing and maintaining client marketing materials as requested.
Participate in on-boarding tasks for new Wealth Management clients, including account set up, asset gathering and consolidation tasks, and client welcoming communications. This could include participating in sales meetings and presentations.
Client Service Support
Respond to client and other Wealth Management Division employee requests for information and assistance within appropriate levels of authority.
Facilitate day to day transactional needs for clients, including, deposits, check requests, asset transfers, other routine matters.
Enter and maintain appropriate client records, including personal trust and investment account administration activities, along with some employee benefit plans.
A CAS should become very knowledgeable about the clients they serve by periodically participating in meetings with the FIAs. Some of these meetings and events could be after regular business hours.
Trust Administration
Assist FIAs/AAs in the execution of fiduciary responsibilities regarding the administration of decedent’s estates, grantor trusts, charitable trust, special needs trusts, endowments and other philanthropic accounts.
Work with other Wealth Management personnel in completing audit, compliance, and regulatory tasks to ensure American Trust Company maintains a high quality, compliant portfolio of client relationships.
Assist with pre-acceptance and post-acceptance reviews on new accounts to ensure compliance with banking regulations.
Support CEFEX certification by working with FIAs/AAs to annually review accounts for compliance with fiduciary best practices as established by Centre for Fiduciary Studies.
Utilize an internally designed, systematic process to review fiduciary oversight, including detailed auditing of accounts and concise reporting of deficiencies. This level of fiduciary oversight and work will likely require outside training and professional designations.
Demonstrate proficiency in the use of the Wealth Management Division’s systems such as Innotrust, Tamarac, Moneytree financial planning software, Microsoft Office applications (CRM, Word, Excel, PowerPoint, Outlook, Teams), and internally developed programs such as Unified IncomePlan software among others.
Establish and maintain excellent working relationships with employees designated to support client service and development efforts. Be an advocate for the Wealth Management Division with other business units.
Serve as back-up to and cross-train with other Wealth Management Division personnel, in the performance of their duties when needed.
Assist the Director of Sales and Career Development in project assignments and perform other duties as required.
Skills & Qualifications
Bachelor’s Degree or equivalent experience, preferably with concentrations or experience in matters pertaining personal financial planning, investment management, business administration, banking, trust administration, accounting, or finance.
Knowledge of trust administration and fiduciary responsibilities that generally accompany the administration of trusts and estate.
Completion or enrollment in professional level certification programs such as Certified Financial Planner ™, Accredited Investment Fiduciary ™, Certified Trust and Fiduciary Advisor, or Accredited Asset Management Specialist™ desired.
Fundamental knowledge of a broad range of personal financial planning/advisory and investment management/asset allocation concepts for the affluent and mass affluent markets.
Strong communications skills (ability to read and write, follow written and verbal instructions, and communicate effectively in English). Excellent presentation skills.
Strong interpersonal skills, particularly in client relationship management. This includes being polished, courteous, professional, and patient.
Working knowledge of ERISA rules as they relate to and impact Wealth Management clients and accounts.
Strong analytical, critical thinking, and problem solving skills.
Detail oriented.
Good organizational skills (ability to manage multiple tasks, adapt to changing priorities, and meet deadlines).
Excellent computer skills including Word, advanced Excel, and PowerPoint. Working knowledge of trust accounting, financial planning, and relationship management software.