Administrative Assistant
Progressive Asset Management (PAM)
Position Summary
Progressive Asset Management (PAM) is seeking a full-time Administrative Assistant to help keep our office running efficiently while providing exceptional service to our clients and support to our advisory team.
This role is ideal for someone who is highly organized, detail-oriented, proactive, and genuinely enjoys helping others. The Administrative Assistant is often the first point of contact for our clients and plays a critical role in ensuring every client interaction, meeting, task, and piece of paperwork is handled accurately and promptly.
The ideal candidate enjoys creating order, thrives in a fast-paced environment, communicates professionally, and takes pride in following through. They don't wait to be asked-they anticipate needs, take initiative, and help keep the entire team moving forward.
Primary Responsibilities
Client Service
- Greet clients and visitors with professionalism and warmth.
- Answer and direct incoming phone calls.
- Respond to client emails and inquiries promptly and professionally.
- Provide outstanding customer service while maintaining confidentiality.
- Assist clients with scheduling appointments and follow-up requests.
- Ensure every client interaction reflects PAM's commitment to exceptional service.
Administrative Support
- Prepare meeting materials and client paperwork.
- Process account paperwork accurately and efficiently.
- Scan, upload, and maintain electronic client files.
- Sort and distribute incoming mail and prepare outgoing mail and packages.
- Maintain organized filing systems, both electronic and physical.
- Keep office supplies stocked and common work areas organized.
- Assist with special projects and firm initiatives as needed.
Calendar & Meeting Coordination
- Schedule client meetings and advisor appointments.
- Coordinate Zoom meetings and scheduling.
- Prepare advisors with meeting materials prior to appointments.
- Confirm appointments and assist with scheduling changes.
- Help ensure meetings stay on schedule and follow-up items are completed.
CRM & Workflow Management
- Create, update, and maintain detailed client tasks in Wealthbox.
- Document client conversations accurately and thoroughly.
- Ensure every task has clear ownership, due dates, and complete notes.
- Track outstanding client requests and follow through until completion.
- Help maintain accurate client records and organized workflows.
- Assist in identifying opportunities to improve office processes and efficiency.
Advisor Support
Support advisors by handling administrative responsibilities that allow them to focus on serving clients.
Responsibilities include:
- Preparing meeting packets.
- Coordinating client paperwork.
- Gathering account information.
- Preparing follow-up correspondence.
- Assisting with new client onboarding.
- Tracking outstanding action items.
A key part of this position is helping keep work moving. That means respectfully following up with advisors and team members when information, meeting notes, signatures, or approvals are still outstanding. We value someone who is comfortable asking for what is needed and follows through until client requests are complete.
Team Collaboration
- Work closely with advisors and operations staff to ensure work flows efficiently throughout the office.
- Communicate openly and professionally with all team members.
- Support coworkers during busy periods and assist wherever needed.
- Participate in team meetings, training, and process improvements.
- Contribute to a positive, collaborative work environment.
Qualifications
- 2+ years of administrative, office support, or customer service experience preferred.
- Excellent written and verbal communication skills.
- Strong organizational and time management abilities.
- High attention to detail and accuracy.
- Ability to manage multiple priorities while meeting deadlines.
- Proficiency with Microsoft Office, Outlook, and general office technology.
- Experience with CRM software is preferred (Wealthbox experience is a plus).
- Financial services experience is helpful but not required.
What We're Looking For
The ideal candidate is someone who:
- Enjoys staying organized and creating efficient systems.
- Takes pride in keeping paperwork, files, and projects organized.
- Naturally notices when something is incomplete and follows through.
- Communicates professionally with clients and coworkers.
- Is dependable, positive, and eager to learn.
- Works well independently while also being a strong team player.
- Is adaptable and comfortable wearing multiple hats throughout the day.
- Has the confidence to respectfully remind advisors and teammates when something is needed to move a client request forward.
- Takes ownership of their work and sees tasks through to completion.
- Enjoys helping others succeed.
Our Team
We're a small, collaborative wealth management firm where everyone contributes to the success of the team. No two days are exactly alike, and everyone is willing to jump in where they're needed.
We value professionalism, accountability, kindness, and a strong work ethic. We take our work seriously, but we don't take ourselves too seriously. The best fit for our team is someone who enjoys working with different personalities, communicates well, appreciates structure, and finds satisfaction in bringing organization to a busy office.
If you're looking for a place where your work makes a meaningful impact, where your contributions are noticed, and where you'll be part of a supportive team that genuinely cares about one another and our clients, we'd love to hear from you.
Job Type: Full-time
Pay: $25.45 - $30.65 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Professional development assistance
Ability to Commute:
- Castro Valley, CA 94546 (Preferred)
Work Location: In person
