About Ascendant Financial
At Ascendant Financial, we are committed to empowering individuals and families to achieve financial independence and success. As a leading financial services organization, we prioritize a supportive and growth-oriented culture that fosters innovation, collaboration, and professional development.

Position Overview
The Strategic Assistant plays a pivotal role in supporting advisors and clients by managing daily communication, coordinating administrative tasks, and ensuring operational efficiency. This role involves significant interaction with clients, advisors, and internal teams, requiring excellent organizational and communication skills.

Key Responsibilities

Daily Tasks

1. Advisor and Client Communication Support
   • Act as the main contact for clients to streamline communication.
   • Answer calls and texts from clients within service standards.
   • Manage emails, redirecting requests to the appropriate team member or client portal.
   • Arrange introductory correspondence for referrals and external collaborations.
2. Calendar Management
   • Book and confirm meetings with leads, prospects, clients, event registrants, referrals, internal team members, and strategic partners.
   • Provide advisors with necessary information, including values, documentation, and financials, for upcoming meetings.
   • Ensure all appointments are confirmed for the next day.
3. Keap Support
   • Manage metrics, including tasks and opportunities, following service standards.
   • Ensure the integrity of contact records by fixing merged records and updating addresses.
   • Transcribe charting notes from advisors and document all client interactions. Include follow up action steps post meetings.
   • Re-engage clients through unengaged emails.
4. Advisor Administrative Support
   • Check correspondence and send out values.
   • Handle non-licensed in-force tasks and simple data entry licensed tasks (once licensed).
   • Follow up with advisors to confirm completion of specific tasks, such as Google reviews.
   • Assist with the issues arising of AF portals and client access.
   • Expense Monitoring.
5. New Business Support
   • Send out Cognito forms and compliance forms as directed by advisors.
   • Folder Audit is complete for all required documents for applications in the folder and maintain organized client files.
   • Completing Hand off to New Business Forms (HOTNB)
   • Ensure Client Onboarding meetings are booked and advisors have the necessary information and values.

Weekly Tasks

• Coordinate Moments of Truth/Mindset solutions, including shipping books, gifts, and handwritten cards. Inc. Expense Tracking.

Monthly Tasks

• Track advisor monthly expenses.
• Monitor licensing expiry dates and update Apexa accordingly.

Annual Tasks

• Ensure completion of CE credits and block time in the advisors calendar for CE completion.
• Manage licensing renewals and E&O insurance.
• Holiday Plans - Business Trips (Hotel possibly transportation) - out of office placed in Calendar

Miscellaneous Tasks

• Register clients and confirm attendance for webinars, bootcamps, client coaching, and other events.
• Send webinar replays to prospects who could not attend.

Key Areas of Accountability

• Timely and accurate completion of daily, weekly, and monthly tasks.
• Proactive client engagement and prompt response to inquiries.
• Maintenance of accurate records in Keap and other platforms.
• Efficient scheduling and preparation of meetings.
• Support for advisors in achieving business development goals.

How Success is Measured

• Client Satisfaction: Prompt and professional communication, resulting in positive client feedback.
• Operational Efficiency: Completion of tasks within established timelines.
• Advisor Support: Effective administrative support, allowing advisors to focus on client-facing activities.
• Process Adherence: Consistent adherence to service standards and internal processes.