Administrative Assistant

Company Overview

Sonoran Wealth Systems, LLC, exists to help clients make their retirement legendary—through a steady, confident, relationship\-first client experience. We do what we say we’re going to do, follow through and treat every interaction as a chance to reinforce trust.

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Role Summary

The Administrative Assistant is responsible for owning advisor calendars and coordinating client appointments. You will work from the main office but navigate the logistics of scheduling and prepping for client appointments, which take place at multiple meeting locations.

In addition to scheduling, you’ll provide general administrative support to keep the office running efficiently. You will be also be partially responsible for answering inbound calls and replying to external emails.

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Key Responsibilities

Appointment Scheduling \& Calendar Management (Primary)

• Own the advisors’ calendars end\-to\-end, ensuring schedules are accurate, current and aligned with firm priorities.
• Schedule
client review meetings and service appointments with existing clients (not prospecting / not lead setting).
• Coordinate logistics: confirmations, reschedules, cancellations, reminders, office space and ensuring clients know what to expect.
• Maintaining clear meeting details (format, location/virtual link, attendees, notes/labels).
• Support a consistent client review cadence by tracking upcoming and overdue reviews and assisting with outreach to get them on the calendar.
• Partner with advisors and operations to protect focus time, reduce scheduling friction and keep the day running smoothly.
• Support meeting readiness through basic preparation of reports and forms, and task coordination.

Administrative \& Office Support

• Manage the firm’s inbound mail and packages: receive, confirm receipt, sort, route and ensure time\-sensitive items reach the right person quickly.
• Maintain organized digital records and internal trackers that support scheduling and service workflows.
• Maintain organized filing system of paper items.
• Maintain firm’s general supplies.

Phone \& Email Support

• Answer inbound calls and route requests appropriately; capture messages clearly and ensure follow\-through.
• Support general inbox coverage by responding to routine emails and routing items that require an advisor or operations leader.
• Communicate with a calm, professional tone so clients feel supported and informed.

Systems, Tracking \& Documentation

• Use
Google Calendar and Calendly daily; maintain consistent standards, shared visibility and procedures.
• Use
Microsoft Outlook daily for electronic communications, maintaining consistent standards and procedures.
• Maintain accurate documentation in the CRM and internal systems.
• Use
Excel for day\-to\-day tracking and reporting (filters, formatting and basic formulas).

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Required Qualifications

• At least 1 year of experience in administrative coordination, office support or a similar role.
• At least 1 year of experience in maintaining multiple schedules concurrently.
• Excel proficiency: comfortable with data entry, sorting and basic formulas.
• Strong attention to detail and confidence managing high\-volume scheduling with minimal errors.
• Clear, polished communication skills (verbal and written).
• High discretion and professionalism with client information.

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Preferred Qualifications

• Experience in wealth management, financial services, insurance or another detail\-driven, regulated environment.
• Familiarity with CRM systems (e.g., Redtail).

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What Success Looks Like

• Advisors’ calendars are
organized, accurate and protected—with fewer conflicts, fewer last\-minute surprises and clear scheduling standards.
• Advisors are better\-prepared for their appointments through standardized reports and needed forms.
• Client reviews are consistently scheduled and confirmed, supporting a strong client experience and service cadence.
• Inbound calls/emails are handled professionally and efficiently, with dependable routing and follow\-through.
• Mail is processed reliably and time\-sensitive items are never missed.
• Tracking is clean and usable—CRM, Microsoft Suite, Google Calendar and internal systems help the team stay aligned.

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Pay: $48,000\.00 \- $60,000\.00 per year

Benefits:

• Health insurance
• Paid time off
• Vision insurance

Work Location: In person