As financial advisor, you begin your morning by opening up your day planner, (within the TrustedAdvisorToolkit™ it’s an online Meeting Plan Status Report™) and check to see what’s scheduled. You quickly discover that today is not going to be as easy as you’d hoped. Many of the services you promise to your clients haven’t been done for the Ross’ upcoming meeting. In fact, you see incomplete work across the board.

You call your Administrative Manager in for your normal 15 minute check in. Besides running through the day’s activities, you want to know why things aren’t getting done.

Your Administrative Manager replies that she’s having great difficulty in getting documents from the clients. She sends documents and followed up with a telephone call asking them to sign and return them. They haven’t done it, so she hasn’t been able to get the authorization forms to your team of experts so they can proceed with their jobs.

You then ask, “How long ago did you call them?”  “Oh,” she replies, “it’s been about a month ago.”  Is this the type of Administrative Manager you want? Maybe it’s a one-time oversight because of extenuating circumstances. However, if it’s a reoccurring problem, it might be time to find someone you can confidently trust to do the work. 

An excellent Administrative Manager:

• Is very resourceful without an "entitlement mentality"  
• Is pleasantly candid yet is cordial at all times
• Has an excellent interpersonal skill with all clients, team members, and vendors
• Can coordinate all client progress meeting arrangements
• Handles special administrative projects
•  Has the instinct to immediately begin putting systems and processes in place

• Knows telephone protocol - answering, transferring and screening calls
• Tracks incoming and outgoing mail
• Knows Microsoft Office, spreadsheets, presentation software, and clerical duties
• Has advanced computer skills, able to train others in system usage
• Can manage the Client Relationship Management (CRM) software program
• Can do Internet research
• Manages the office lobby area – meeting, greeting and directing all visitors
• Ensures completion of paperwork, data entry, and reports
• Maintains hard copy and electronic filing system
• Fills in as needed, supporting the financial advisor and other team members

Does this describe your Administrative Manager? If so, why not extend a big “thank you for all your hard work” today? Better yet, make his or her job easier by using the practice management system in The TrustedAdvisorToolkit™. You can sign up today for a free membership and see how your office runs more easily and efficiently.