The Opportunity
For the right person, this could be a really great job.
You'll work closely with a financial planner and a small team serving a select group of clients. Your job will be a combination of scheduler, secretary, executive assistant, personal assistant, and client-service professional.
Most importantly, you'll help make people's lives easier.
When a client calls our office, we want them to feel like they're our only client. When the financial planner needs something handled, we want him to be able to say, "I've got it," and know that it will actually get done.
This position is best suited to a mature, highly organized individual looking for a long-term opportunity. Attention to detail, the ability to solve problems, excellent people skills, computer skills, and a willingness to learn are all important.
Most importantly, we're looking for someone with a great attitude who will enjoy coming to work, serving clients, helping the team, and taking pride in doing things exceptionally well.
What You'll DoScheduling & Calendar Management
A significant part of your role will be owning the scheduling process for the financial planner.
- Manage client and prospect scheduling through OnceHub.
- Schedule, reschedule, and cancel meetings.
- Monitor the financial planner's calendar and identify conflicts or opportunities to improve the schedule.
- Coordinate meetings involving multiple people.
- Confirm appointments and follow up on scheduling requests.
- Monitor scheduling-related emails and calls.
- Make sure meetings have appropriate preparation time.
- Protect the financial planner's calendar and help ensure his time is being used effectively.
- Coordinate personal appointments when requested.
Success looks like: The financial planner rarely has to think about his calendar.
Executive & Personal Assistant
When you're not helping clients or managing the calendar, you'll support the financial planner with the assortment of administrative responsibilities that come with running a growing business.
This may include:
- Managing administrative to-do lists.
- Scheduling personal and business appointments.
- Making reservations.
- Coordinating travel.
- Researching products, services, vendors, or other items.
- Tracking deadlines and follow-ups.
- Preparing basic documents and correspondence.
- Organizing files and information.
- Coordinating personal and business errands.
- Helping with gifts, cards, thank-you notes, and other relationship-building activities.
- Taking care of the little things that otherwise distract the financial planner from his highest-value work.
As trust develops, we expect this person to learn the financial planner's preferences and become increasingly proactive.
We don't want someone who constantly asks, "What should I do?"
We want someone who notices something needs to be done and says:
"I noticed this wasn't handled yet. I've taken care of it."Client Service & Office Administration
Every interaction with a client matters.
You will:
- Answer and route incoming calls.
- Help clients with basic administrative questions.
- Direct questions to the appropriate team member.
- Schedule and confirm meetings.
- Assist with client paperwork and administrative follow-up.
- Maintain accurate CRM information.
- Create and manage administrative tasks and workflows.
- Help coordinate the team's day-to-day activities.
- Follow established procedures while looking for ways to make them better.
This position does not provide financial, tax, investment, or planning advice.
Who We're Looking For
We're looking for someone who is:
Organized. You keep track of details, deadlines, appointments, and follow-ups naturally.
A problem solver. When something doesn't go according to plan, you don't freeze. You figure it out.
Proactive. You notice what needs to happen next and take ownership of getting it done.
Warm and personable. You genuinely enjoy helping people and making their day a little easier.
Discreet and trustworthy. You'll have access to confidential business and personal information. We need someone who understands the responsibility that comes with that access.
Technologically capable. You should be comfortable learning systems such as Outlook, Microsoft 365, Wealthbox, OnceHub, Teams, Excel, electronic signature platforms, and other technology.
A great communicator. You'll need to be comfortable answering the phone, communicating with clients, writing clear emails, and asking good questions.
Looking for a long-term home. We're not looking for someone who wants to do this for six months while figuring out what's next. We're looking for someone who wants to become an important part of a small team.
The Standard
We have high expectations for the people we hire because our clients deserve an exceptional experience.
Ultimately, we want our clients and teammates to say:
"Where did you find this person? They're amazing."
The person in this position will have a meaningful impact on the business. If you are someone who takes pride in being dependable, organized, helpful, and exceptionally good at making other people's lives easier, we'd love to hear from you.
Pay: $22.00 - $32.00 per hour
Benefits:
- Professional development assistance
Work Location: Hybrid remote in Westchester, IL 60154
