Administrative Assistant

Administrative Assistant – Financial Advisory Practice

Overview

We are seeking a highly organized and detail\-oriented Administrative Assistant to support our financial advisory team. This role is critical in ensuring smooth daily operations, managing client communication, and maintaining an efficient workflow across the practice. The ideal candidate will thrive in a fast\-paced environment, demonstrate excellent multitasking abilities, and bring strong administrative experience—preferably within a financial services setting. Compensation is based on experience. Prior experience supporting financial advisors or working with financial planning tools is highly preferred.

Responsibilities

• Serve as the first point of contact for clients by managing front desk duties, greeting visitors, and handling a multi\-line phone system with professionalism.
• Perform accurate and timely
data entry, including updating CRM records, client files, and documentation.
• Utilize
Microsoft Office Suite to prepare client documents, correspondence, meeting notes, and scheduling materials.
• Coordinate
calendar management for advisors, including client appointments, review meetings, and internal deadlines.
• Deliver exceptional
client service via phone, email, and in person, ensuring adherence to proper phone and communication etiquette.
• Assist with advisor support tasks, including preparing paperwork, tracking applications, and managing follow\-ups.
• Provide
personal assistant support to the advisor as needed, such as travel arrangements or personal scheduling.
• Maintain confidentiality and handle sensitive financial information with complete professionalism.

Qualifications

• Proven experience in administrative support, office management, or clerical roles—experience in a
financial advisory, insurance, or investment office is highly valued.
• Proficiency with
Microsoft Office (Word, Excel, Outlook) and customer relationship management systems (CRMs).
• Strong organizational skills with the ability to multitask in a fast\-paced environment.
• Excellent verbal and written communication skills.
• Experience operating a multi\-line phone system and managing front office operations.
• Knowledge of
financial planning software such as Emoney, insurance, annuities, or investment products is a significant plus.
• Ability to manage complex calendars and prioritize tasks efficiently.
• Professional phone etiquette and exceptional client service skills.
• Office management experience is beneficial
• High school diploma or equivalent required; additional administrative or financial services certifications are a plus.

Job Type: Full\-time

Pay: $18\.00 \- $20\.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Flexible schedule
• Paid time off

Work Location: In person