Executive Administrative Assistant / Client Conciergefor Investment Advisor & Medicare Planning Firm
Faithful Financial Group – DeLand, FL
Full-Time | In Office
Compensation: $24-$30 per hour depending on experience, with opportunities for performance-based bonuses
About Faithful Financial Group:
Faithful Financial Group is a growing retirement planning firm specializing in Retirement Planning, Investments, Medicare Planning, Health Insurance, and Wealth Preservation strategies.
We are seeking an exceptional Executive Administrative Assistant / Client Concierge to become a key member of our team.
This is not a typical administrative assistant position.
This role combines financial services operations, client service, Medicare operations, CRM management, marketing coordination, and office administration. The ideal candidate is highly organized, detail-oriented, coachable, and committed to delivering an exceptional client experience.
We are looking for a long-term team member who wants to grow with our firm and become a trusted right hand to the Advisor.
Experience supporting a Financial Advisor, Wealth Management Firm, Insurance Agency, or Financial Services Practice is strongly preferred. Experience with Charles Schwab Advisor Center, Redtail CRM, Salesforce, or AgencyBloc is highly desirable.
Who This Position Is For
You may be an excellent fit if you:
- Naturally pay attention to details and catch things others miss
- Take pride in producing accurate, polished work
- Follow through on tasks and see them through to completion
- Enjoy organization, systems, and process improvement
- Take ownership and responsibility for your work
- Are resourceful and can figure things out independently
- Appreciate clear expectations and accountability
- Are coachable and receptive to feedback
- Enjoy helping clients and creating an outstanding experience
- Have strong common sense and good judgment
- Understand that details matter in a regulated industry
You are the type of person who says:
"I've got it handled."
And then follows through.
Who This Position Is NOT For
This position is likely not a good fit if you:
- Frequently miss details or make careless mistakes
- Need constant supervision or reminders
- Struggle with organization and follow-through
- Resist established procedures and processes
- Become defensive when receiving feedback
- Prefer to do things your own way rather than follow established systems
- Leave projects unfinished
- Have difficulty managing multiple priorities
- Are uncomfortable being held accountable for results
Our clients trust us with important financial and healthcare decisions. Accuracy, consistency, and professionalism are essential.
Financial Services Operations:
This is a primary responsibility of the role.
- Support advisor with Charles Schwab account administration and client service
- Assist with account paperwork and operational workflows
- Maintain accurate client records and documentation
- Coordinate follow-up requests and service items
- Assist with client onboarding and account servicing
- Maintain compliance-related documentation and procedures
- Ensure forms, applications, and client records are complete and accurate
CRM, Marketing & Business Development:
- Manage and maintain CRM systems
- Build and manage campaigns, workflows, and automations
- Create and distribute email campaigns
- Maintain client database integrity
- Assist with seminar marketing and event coordination
- Support social media and client communication initiatives
- Assist with marketing projects and business development activities
Medicare Operations & Client Service:
- Assist clients with Medicare questions and service requests
- Process Medicare enrollments and applications
- Track application status and carrier follow-up
- Coordinate documentation and compliance requirements
- Assist during Medicare Annual Enrollment Period (AEP)
- Communicate with clients, carriers, and providers as needed
- Help ensure applications are submitted accurately and timely
Previous Medicare experience is preferred but not required. We are willing to train the right candidate.
Client Concierge & Office Management:
At Faithful Financial Group, we believe exceptional client service begins the moment a client walks through our doors.
The ideal candidate enjoys serving others and understands that preparing refreshments, greeting clients warmly, and creating a welcoming environment are just as important as processing paperwork and supporting clients.
- Welcome clients and create a five-star client experience
- Offer beverages and refreshments
- Prepare office refreshments and client hospitality items
- Answer phones professionally and assist clients
- Manage scheduling and appointment confirmations
- Maintain office organization and appearance
- Coordinate incoming and outgoing correspondence
- Assist with general office administration
In a growing business, everyone wears multiple hats. This position includes both high-level responsibilities and routine administrative tasks that help the office operate efficiently.
Technology & Systems:
Experience with some or all of the following is highly desirable:
- Charles Schwab Advisor Center
- Redtail CRM
- Salesforce
- AgencyBloc
- Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
- Google Workspace - Specifically, Google Drive
- Zoom
- CRM workflows and automation
- Email marketing campaigns
- Project management and workflow systems
The Candidate We Hope to Hire:
We value:
- Integrity and honesty
- Accountability
- Discernment and good judgment
- Professional maturity
- Humility and coachability
- Initiative
- Strong communication skills
- Critical thinking
- Attention to detail
- Reliability
- Problem-solving ability
- A servant-hearted attitude toward clients
- A commitment to excellence
We are looking for someone who can learn our systems, understand our standards, and eventually take ownership of key responsibilities with confidence and consistency.
Some responsibilities allow for creativity and independent decision-making. Other responsibilities require precise execution of established procedures. The ideal candidate understands the difference and can thrive in both environments.
Compensation & Growth Opportunities:
Compensation for this position is based on experience, qualifications, and demonstrated ability. This role includes a 90-day introductory period, with opportunities for increased compensation and bonus eligibility after successful completion of the review period.
We believe in investing in people who demonstrate initiative, professionalism, a commitment to excellence, and a desire to grow.
Depending on experience, interests, and performance, opportunities may exist for:
- Increased responsibility and leadership opportunities
- Professional development and industry training
- Insurance licensing
- Medicare certification
- Client relationship management
- Operations management responsibilities
- Expanded financial services responsibilities
- Participation in client meetings and planning discussions
- Potential future advancement into a Financial Advisor role for qualified individuals who demonstrate the desire, aptitude, licensing requirements, and commitment necessary to serve clients in that capacity
Performance-based bonus opportunities may be available based on individual contribution, operational excellence, client service, and business growth.
Application Instructions:
To be considered for this position, please complete the Indeed pre-screen questions and submit a brief cover letter.
Attention to Detail Test: In the first sentence of your cover letter, please include the phrase “Client Experience Matters.”
In your cover letter, briefly tell us why you are interested in this role and why you believe you would be a strong fit for Faithful Financial Group.
Applications that do not follow these instructions may not be considered.
Job Type: Full-time
Pay: $24.00 - $30.00 per hour
Benefits:
- Paid time off
- Professional development assistance
- Referral program
Application Question(s):
- 1) Do you have experience supporting a Financial Advisor, Wealth Management Firm, Insurance Agency, or other Financial Services practice? If yes, please describe your role and how many years of experience you have.
- 2) Schwab / CRM / software experience:
Which of the following systems have you personally used in a professional setting? Please describe how you used them: Charles Schwab Advisor Center or other advisor/custodial platform, Redtail, Salesforce, AgencyBloc, Microsoft Office, and/or Google Workspace.
- 3) CRM email campaigns / automation experience:
Do you have experience creating or managing email campaigns, templates, workflows, automations, or client communications through a CRM system? If yes, please explain which CRM(s) you used, what types of campaigns or automations you created, and how involved you were in the process.
Do you have experience with Medicare applications, Medicare client service, or Medicare insurance? If yes, please briefly explain.
- 5) Please describe a time you caught an error, solved a problem, or improved a process before it affected a client or project. What was the situation, and what did you do?
Work Location: In person
