Administrative Assistant

Job Summary

The Executive Administrative Assistant supports the lead financial planner and advisory team by managing daily operations, client communications, scheduling, and administrative workflows. This role ensures the office runs smoothly, clients feel supported, and advisors can focus on planning, analysis, and client strategy.

Duties and qualifications are outlined below. Please make sure to include a cover letter - you can do this by submitting your resume and cover letter as one document or email them both to us at [email protected].

DUTIES:

• Manage calendar for advisor, including scheduling, rescheduling, and prioritizing appointments.
• Organize and maintain digital and physical filing systems in compliance with industry regulations
• Prepare reports, meeting packets, and presentation materials
• Handle incoming phone calls, mail, scanning, and document routing
• Account Setup & maintenance (client onboarding, paperwork prep & status update to clients)
• Process account applications, transfers, and service requests
• Process asset movement for client transactions.
• Maintain CRM data accuracy and update client records. (Redtail)
• Ensure all documentation meets regulatory requirements (FINRA, SEC, or state-specific)
• Maintain logs, disclosures, and compliance checklists
• Daily Monitoring of Service Support Center Cases
• Work with financial planning tools (eMoney etc)
• Manage communication platforms and marketing materials - FMG Suite for social media, email announcements and webpage.
• Office environment (Supplies, appearance, welcome sign)
• Prepare for client Annual Reviews
• Pay bills and keep credit card information up to date

QUALIFICATIONS

• Proven experience as an Administrative Assistant, Virtual Assistant, or Office Administrative Assistant.
• Excellent written and verbal communication skills.
• High attention to detail and problem-solving skills. Critical thinking ability is a must.
• Handle confidential and secure information and documents with discretion.
• Proficiency in the Microsoft Office Suite (esp. Word, Outlook, and Excel).
• Excellent time management skills and the ability to prioritize work and multi-task.
• Strategic mindset that can envision the big picture – and still take care of the small details.
• A passion for excellence – you always do your best.
• Positive, upbeat, self-starting, and can-do attitude.
• Resourcefulness – youre a little like MacGyver.
• Ability to stay graceful under fire.
• Ability to compile, organize, prepare, and maintain an assortment of records and reports.

BENEFITS

• 401(k) with company match
• Medical and Dental Insurance, Vision, LTD at cost to employee
• Life Insurance
• Short-term disability
• Flexible vacation/personal paid time off
• Dedicated paid time off for philanthropic volunteer opportunities

COMPENSATION AND APPLICATION PROCESS

Compensation will be discussed during the interview process. Starting range of $15 per hour. To apply for a position, please submit your cover letter and resume. You can email both the cover letter and resume to [email protected]. If you are selected from our resume review, you will be contacted to begin the in-person interview process.