Administrative Assistant

How to Apply

Please send your resume to hr@northstarfinancial.com and add the subject "Administrative Assistant."


Greater Phoenix Area, AZ | Iowa City, IA | Minneapolis, MN


The purpose of this position is to manage the administration portion of the Associate’s Practice.

Key Traits for Success:

We have identified the following traits needed to be successful in our office:

  • Communicative
  • Positive Attitude
  • Tenacious
  • Coachable
  • Tech savvy
  • Teachable

Essential Functions:

Administrative Assistant Tasks:

Client Interaction / Correspondence

  • Answering incoming calls 
  • Setting / confirming / rescheduling appointments
  • Prepare letters of instruction
  • Handles basic service instructions from client meetings

Policy Servicing

  • Confirmation of new and existing business
  • Preparing all client information for meetings

Administration / Record Keeping

  • Add client notes to SmartOffice (CRM system) as applicable.
  • Assist in preparing paperwork, submit, track and record transferring existing clients to Pershing and SEI, etc.
  • Prioritize cases (identify what parameters dictate high priority)
  • Assist in completing applications (Insurance and Securities)
  • Assist in preparing materials for policy letters
  • Basic client service work and internal service support.
  • Utilizing various computer programs for entering and updating data
  • Manage advisors' calendars by utilizing Outlook.


  • Tracking review and follow up on service cases (Securities and Insurance).
  • Processing oversight (to ensure process meets desired time frame)
  • Track business goals as applicable.


  • Assist in seminar planning and coordination

Other Duties

  • Run illustrations
  • Copying, filing, faxing
  • Prepare marketing letters / emails
  • Ordering literature / supplies.
  • Welcome clients 
  • Coffee/water set up
  • Management of mail
  • Work with Practice Coordinator on various tasks
  • This list is not all inclusive

This description covers the primary and principal duties of the job. It is not intended to give all details or a step-by-step account of the way each procedure or task is performed.

Required Skills and Experience

Minimum requirements in terms of educational background, work experience, licenses / certifications or other knowledge, skills and abilities.

  • Four year degree or equivalent work experience
  • Good computer skills; Microsoft Word, Outlook, and Excel experience required
  • Excellent verbal and written communication skills
  • Good customer service skills
  • Maintains confidentiality of information
  • Ability to coordinate multiple tasks and priorities
  • High attention to detail.

Additional Skills and Experience:

  • Good organizational and demonstrated problem solving skills a plus
  • Knowledge of insurance / financial services industry
  • Life/Health Insurance License preferred

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