Sales Assistant

Responsibilities

The Sales Assistants’ primary duty is seeing that Al & Marilyn Woodward have an average of eight (8) highly qualified, motivated prospect appointments each month.

This is accomplished by:

* Mastering the Bill Good Marketing Program.

* Operating and harvesting a monthly direct-mail (“Drip”) program.

* Operating and harvesting a monthly seminar program.

* Operating the “Find the Money” Campaign.

* Religiously runs the Campaign/Seminar Analysis reports and adjusts campaign variable to ensure at least a 5 to 1 return on campaign expenses.

* Operating a pro-active client appreciation\client referral program.

* Ensure appropriate Etiquette Letters are sent, especially “Welcome Referral” Letters to referrals and Thanks-Referral Letters to referrers (sources).

* Operating the “center of influence” referral program.

* Prepares the Campaign/Seminar Analysis report weekly.

* Activity, Progress, Revenue, and Work Plan – establish and maintain, on a continuing basis, a report that tracks activity, progress and revenues. The report should also project future work plans one week in advance. Provide the report to Al & Marilyn at the first staff meeting of each month.

* Maintain a “tickler (reminder) file” of critical dates/activities associated with sales & marketing responsibilities.

* Attends all seminars; acts as seminar host.

* Hires, trains and supervises “Callers.”

* Maintains and upgrades prospect data base.

NOTE: The Sales Assistant must ensure that the prospect file is sufficiently large (1500 names) so that the number of direct-mail responses generates appointments with highly qualified prospects.

* Periodically runs and uses miscellaneous reports to keep database at peak quality.

* Keeps Service Assistant informed of any problems or service requests found during prospect calls.

* Back-up Computer Operator and/or Service Assistant when required.

* Helps the firms identify and develop other marketing programs which may involve cross-selling opportunities (estate planning, mutual funds, life insurance, long term health care insurance, etc.).

* Help the firm develop public relations opportunities (publish articles, public speaking engagements, charitable sponsorships, radio talk show interviews, etc.).

* Market and sell the Woodward OnePortfolio™ Wealth Management System.

* Other projects as assigned.

Attributes

The key statistic for the Sales Assistant is Number of Appointments Set.

Positive, upbeat, smart, aggressive, loyal, self-starting, disciplined. Likes to work with prospects in a ‘mission’ type environment. Knows how to ‘ask for the order.’ Likes telemarketing. Enjoys working in a small professional firm. Is comfortable with multi-tasking. Is motivated by sales, success and money. This is not an entry-level position. Minimum of 2 years successful experience with the sales of intangible products required. Series 7 securities license and CO insurance license required.

Compensation: Base salary plus quarterly performance bonus.

Benefits: Health insurance (after 6 months of employment); participation in 401K plan (after one year of employment); covered parking; annual vacation/sick & personal days.

Employment begins after successful completion of a 90 day probation period.

Updated: 1/28/08

Administrative Assistant

Computer Operator

• Follows the guidelines set forth by the Bill Good marketing documentation detailing duties and responsibilities.
• Maintains and operates all aspects of a sophisticated contact management system.
• Maintain a record of prospect/client preferences in the Gorilla database.
• Maintain Seminar participant lists in Gorilla and verify registrant eligibility.
• Operates internet based marketing campaign.
• Process Routine letters (birthday, anniversary, sickness, etc.).

Administrative Responsibilities

• Quick, congenial, profession, upbeat, and accurate routing of all incoming telephone calls. “Hello! Woodward Wealth Management! May I help you?” Acts a thoughtful gatekeeper for Al & Marilyn.
• Administers the office telephone system.
• Order, storage, and/or distribution of office supplies and consumables. In advance of the need, arrange for the purchase of supplies and consumables (coffee, sugar, cream, cookie dough, fruit, cloth napkins, serving ware, envelopes, folders, etc.).
• Office, client, and prospect filing – accurately and timely completion
• Provides error-free transcription/word processing support to Mr. Woodward and other members of the firm.
• Assists Al, Marilyn, Sales Assistant, Service Assistant, Team Lead and Paraplanner with word processing, photocopying, and out going mail support in an error free environment.
• Develops advanced PowerPoint presentations.
• Creates and maintains websites.
• Coordinates servicing of office hardware and software.
• Maintains an ongoing dialog with outside computer support personnel to ensure the continued operation of the office computer system.
• Maintains the cleanliness and organization of all office public spaces.
• Processes incoming and out going facsimile communications.
• Processes incoming and outgoing mail (regular, priority, express and overnight).
• Assembles, records, and makes daily bank deposits.
• Maintains master office calendar.
• Master the office calendar boards.
• Operate as part of the whole office team. Regularly utilize Checklists and assist other office personnel in utilizing their own checklists.
• Scheduling the use of Expeditors as necessary when filing, folding, stuffing, etc. exceeds the time available to permanent staff.
• Assists the firm maintain regulatory filings.
• Maintains the firm policy book.
• Maintains the firm book of checklists.
• Schedules and organizes firm staff meetings. Presents various status reports at staff meetings.
• Handles all errands for the firm during non-peak hours, or when appropriate, secures the services of an Expeditor to accomplish errands.
• Assists with “special projects” when required.

Marketing

The Firm ascribes to a concept known as “Love Marketing.” The thesis of the marketing program suggests creating an environment that makes a presumptive client, or an existing client, “Love” our firm. Your responsibilities in this arena include, but are not limited to:

• Arrange a “Welcome” message on the conference room screen for every prospect/client meeting.
• Based on prospect/client preference, bake/serve cookies, or provide a fruit platter, and a choice of beverage for each meeting.
• When a prospect/client enters the office, rise from your chair, greet the client by name, escort them to the conference room (or seat them in the lobby if the conference room is occupied).
• After 30 minutes of meeting time, offer to refresh beverages.
• Assists with the ordering, in-house preparation, printing, and mailing of a quarterly newsletter supplement.
• Acts as Host/Hostess at seminar and/or client activities.
• Stages office and appropriate meeting space for business, prospect and client meetings.
• Implements the monthly direct mail (aka DRIP MAIL) and seminar plan created by the Sales Assistant.
• Meeting briefly with the Sales Assistant each day to ensure that all marketing campaigns are on track, letters sent out on time and seminar production is on-schedule.
• Assists the firm in applying for and receiving approval for all advertising and marketing.
• Maintains liaison with outside public relations and marketing consultants.
• Maintains product and literature files.

Expectaions are that all work will be well thought through and progress towards error free efforts. There is a possibility, if applicant possess the skills to do so, of cross-training with the Paraplanner – for back up purposes.

From time-to-time, employee is required to travel to in-town or out-of-town locations for training or to attend industry conferences.

This is an “at will” fulltime permanent position. A 90 day probation period of employment is required.

Attributes

Positive, upbeat, smart, assertive, loyal, self-starting, disciplined. Enjoys working in a small professional firm. Advanced computer skills. Able to multitask. Team player. This is not an entry-level position. Three to five years of successful administrative experience required.

Compensation

Base salary plus quarterly performance bonus. After one year of employment, eligible to participate in 401k profit sharing plan. Paid vacation and sick leave. Paid, covered, non-reserved parking.

Updated: 2/14/08