Administrative Assistant

We love finance, software, and (believe it or not), taxes – that’s why we love what we do! At Avantax, we celebrate our diverse experience and unique contributions and use our combined knowledge to blaze new trails in tax-focused investing. As individuals, we contribute valuable insight from our career history to achieve the Avantax mission. As a team, we work together to make a real impact and have a lot of fun along the way. Our collaborative work features decades of expertise in wealth management.

We bring our unique experiences together to form the heart of Avantax - working in unison toward the goal of creating services that make it easy for clients and professionals to pursue their financial and business goals. At Avantax, we are committed as a company and individuals to the diversity, equity and inclusion of our clients, team members and the communities in which we work.

Are you an innovative problem-solver who's eager to take on new challenges, collaborate with diverse team members and achieve excellence? If so, life at Avantax may be the opportunity for you.

Position Summary

Avantax is seeking an Administrative Assistant who will be the initial point of contact for clients and visitors, both over the phone and in person, and provide time-sensitive administrative support to the Avantax Planning Partners (APP) team. This position will handle sensitive projects and must always demonstrate a keen sense of confidentiality and discretion. The Administrative Assistant position requires a consistently positive and upbeat attitude, a service-oriented mentality, and the ability to work with a great sense of urgency.

Essential Duties & Responsibilities

The major responsibilities of the position are listed below. To perform the job successfully, the individual must be able to execute each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• Provide exceptional customer service to all visitors, clients, staff, and vendors.

• Welcome visitors and notify proper staff of their arrival.

• Answer and transfer all calls in a timely, warm, and courteous manner.

• Monitor general voicemail mailbox and direct voicemails to appropriate staff.

• Distribute incoming faxes to the appropriate staff.

• Handle all mail, including overnight packages, in compliance with Corporate Document Services standards and procedures.

• Handle and record checks, money instruments, certificates, etc. as per documented procedures.

• Open, distribute, or scan incoming mail to an appropriate team member.

• Sign for package deliveries, as appropriate.

• Prepare and send outgoing mail through the appropriate carrier.

• Maintain oversight of mail-related accounts (UPS, Endicia, Pitney Bowes, Postal Source, etc.).

• Perform filing/record-keeping duties, both hard copy and electronic.

• Assist with data entry to the Client Relationship Management (CRM) system, as needed.

• Provide administrative support to various leaders across the business unit.

• May assist with scheduling meetings, printing/collating/scanning materials, and entering contract information into Scout software.

• Support the Conference Committee with any tasks related to Elevate (APP’s annual conference).

• Maintain confidentiality of all company and client-related information.

• Stay current with changing technology, including software and financial programs.

• Conduct all activities with integrity and fairness, and always in accordance with the highest ethical standards.

• Uphold, support, and promote all company policies and procedures.

• Other job duties as defined.

Education & Experience

• Associate degree or two-year technical school training preferred.

• 6 months to 2+ years of related Administrative Assistant experience and/or training required.

• 6 months to 2+ years of experience in a customer-/client-facing role is strongly preferred.

• Intermediate proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.

• Previous experience with CRM applications is preferred.

• Meticulous attention to detail.

• Exceptional phone communication and listening skills.

• Excellent oral and written communication skills.

• Outstanding interpersonal skills and tremendous ability to build and foster relationships.

Physical Demand & Work Effort

• Keying/typing, standing, walking.

• Sitting for an extended period.

• Constant mental and/or visual attention; the work is either repetitive or diversified requiring constant alertness in an office environment.

• The job is typically performed under comfortable working conditions; any disagreeable elements are generally absent during the normal performance of the job.

• Compliance with company attendance standards.

Comprehensive Benefits

We offer a competitive salary, and an outstanding benefits package that includes medical, dental, vision, life insurance, paid vacation and sick days, paid holidays, tuition reimbursement, and 401(k) with company match.

#Avantax

At Avantax®, we believe our work benefits from the diverse perspectives of our employees. As such, Avantax welcomes and celebrates diversity and inclusion and is committed to equal opportunity employment. At Avantax, you can expect a supportive, open, and inclusive atmosphere and a team that values your contributions.

Avantax and its business lines, Avantax Wealth Management® and Avantax Planning Partners℠ are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants without regard to race, color, religion, sex, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, veteran status, and any other status protected under federal or state law.

Avantax considers information gathered in the hiring process, including information on this application, confidential, and only shares it on a need-to-know basis or as required by law.

If you need assistance or accommodation due to a disability, you may contact us at HR@Avantax.com, or by calling 972-870-6000 to speak with a member of the HR Talent Acquisition team.