Job Description
We are a busy, client-focused financial planning firm seeking a detail-oriented and highly organized Administrative Assistant to support our client service and operations team. This role is ideal for someone who enjoys managing paperwork, coordinating with multiple people, and ensuring important details don't fall through the cracks.
The successful candidate will play a key role in preparing client paperwork, coordinating signatures and document collection, communicating with clients and team members, and helping keep our business processes moving efficiently. This position will also serve as a backup to our New Business Processor when needed.
Responsibilities
- Prepare client paperwork for account openings, transfers, beneficiary updates, and other financial planning transactions
- Coordinate with advisors, operations staff, custodians, and clients to gather required information and documentation
- Monitor paperwork status and follow up to ensure documents are completed, signed, and returned in a timely manner
- Communicate professionally with clients via phone, email, and secure messaging
- Maintain accurate client records and document tracking systems
- Review paperwork for completeness and accuracy before submission
- Provide backup support to the New Business Processor during absences, high-volume periods, or special projects
- Help maintain exceptional service standards for both clients and internal team members
Qualifications
Required:
- Strong organizational skills and exceptional attention to detail
- Excellent written and verbal communication skills
- Ability to manage multiple priorities and deadlines simultaneously
- Professional demeanor and customer-service mindset
- Proficiency with Microsoft Office (Outlook, Word, Excel)
- Ability to work independently while collaborating effectively with a team
Preferred:
- Experience in financial services, banking, insurance, legal, healthcare administration, or other document-intensive industries
- Experience processing paperwork, forms, contracts, or compliance-related documentation
- Familiarity with CRM systems and electronic signature platforms
- Knowledge of financial planning or investment operations is a plus but not required
What Makes Someone Successful in This Role?
- You enjoy creating order from complexity.
- You catch details others miss.
- You are comfortable following up with clients and team members to keep projects moving.
- You take ownership of tasks and see them through to completion.
- You are dependable, professional, and thrive in a collaborative environment.
About Us
We are committed to providing exceptional service and thoughtful financial guidance to our clients. Our team values professionalism, integrity, collaboration, and a positive workplace culture. We are looking for someone who takes pride in supporting both clients and colleagues and who wants to become an important part of our firm's continued growth.
Pay: $24.00 - $28.00 per hour
Application Question(s):
- Describe a time when you had to coordinate paperwork or documentation involving multiple people. How did you track progress and ensure everything was completed accurately and on time?
- Do you understand part of the screening process for this position is, and are you willing to adhere to, a full background and credit check?
Work Location: In person
