Job Description
Job Title: Practice Manager / Licensed Administrative Assistant
Report To: Owners
Job Status: Full-time, in-office
Job Summary
The Practice Manager / Licensed Administrative Assistant is responsible for providing high-level operational, client service, administrative, and compliance support to owners, employees, and clients. This role oversees and coordinates daily workflows and operational execution across the practice. The position will also help identify opportunities to improve processes, strengthen organization, support compliance awareness, and create capacity so advisors can focus on client relationships and business development. This role is best suited for a career operations or practice management professional who enjoys leading the administrative and operational side of financial practice. It is not designed as a short-term path into a sales or advisor role. The ideal candidate takes ownership of responsibilities, proactively identifies issues, and continuously looks for ways to improve processes and team efficiency.
Essential Duties and Responsibilities
- Oversee and support daily office operations to help maintain an efficient, organized, client-focused practice.
- Provide licensed administrative support to advisors, including assisting with account-related activity, service requests, documentation, and follow-through.
- Administer key areas of the client process, including scheduling, confirming appointments, greeting clients and guests, answering incoming communications, maintaining client records, and coordinating follow-up.
- Prepare, process, and track account paperwork using web-based systems and internal procedures.
- Research and resolve client service issues, coordinate with outside companies and custodial partners, and follow up to ensure requests are completed accurately and timely.
- Update and maintain relationship management systems, electronic files, logs, and other practice records.
- Support compliance requirements by maintaining awareness of office procedures, documentation standards, confidentiality expectations, and regulatory responsibilities.
- Provide market quotations, place orders, and rebalance accounts at the direction of the financial advisors, as permitted by licensing and firm policy.
- Assist with basic accounting, model trading, paraplanning, and financial planning support.
- Work collaboratively with advisors and staff, while helping provide day-to-day coordination and informal leadership to administrative team members in a respectful, team-first manner.
Periodic Duties and Responsibilities
- Be available for special projects, process improvements, and technology adoption initiatives as needed.
- Cross-train with other team members to provide backup support for operational and administrative duties.
- Occasionally assist with client needs before, during, or after normal office hours, with advance notice.
- Occasional local travel may be required for client meetings, wet signatures, or advisor-related meetings; travel for training may also be required.
Skills Required
The successful candidate will bring strong client service, communication, organization, follow-through, confidentiality, problem-solving, critical thinking, collaboration, and compliance awareness. Proficiency with Microsoft Office, especially Excel, is required. Experience with CRM systems, financial databases, custodial platforms, financial planning tools, model trading, basic accounting, or paraplanning is required.
Abilities Required
- Ability to display integrity while working with highly confidential information.
- Ability to communicate effectively with clients, prospects, the public, advisors, and coworkers in a professional and courteous manner.
- Ability to express ideas clearly in both written and oral communication.
- Ability to self-motivate, take initiative, ask thoughtful questions, and work independently while supporting team goals.
- Ability to organize, prioritize, and follow through on multiple tasks in a fast-paced, detail-oriented environment.
- Ability to embrace challenges, technology, process improvement, and continuous learning.
- Ability to work collaboratively with existing staff and guide others respectfully when needed.
- Ability to work well under pressure while maintaining professionalism and accuracy.
- Language Ability: Ability to read and interpret documents such as rules, instructions, manuals, client correspondence, and compliance-related materials. Ability to write routine reports and correspondence.
- Mathematical Ability: Ability to add, subtract, multiply, divide, apply percentages, and compute simple formulas.
- Reasoning Ability: Ability to apply common sense understanding, solve problems, evaluate information, and make sound decisions within established policies and procedures.
Education and Experience
- High school diploma required; college degree preferred, with a business-related degree helpful.
- Series 7 license preferred; clean U-4 strongly preferred.
- Seven to ten years of financial services industry experience preferred, including prior experience as a licensed administrative assistant, senior client service associate, or practice manager.
- Previous experience in a wirehouse, independent, RIA, or small financial planning practice environment is helpful.
- Customer service experience required.
Work Schedule and Location
- This is a full-time, in-office position located in the Asheville/Candler, NC area.
- Regular hours are 8:30 a.m.–5:00 p.m. EST, Monday through Thursday, and 8:30 a.m.–4:00 p.m. EST on Friday.
- Candidates should live within approximately 20–30 miles of the Asheville, NC area or be willing to relocate without a relocation package.
- This role is not designed for remote work and will not be considered for remote employment.
Benefits
- Compensation will be competitive and commensurate with experience, licensure, and qualifications
- Medical and dental benefits
- 401(k) with profit sharing
- Life insurance
- 2 weeks Paid time off, prorated according to start date, increasing over time
- 2.5 hours of sick leave accrual per pay period
- Paid holidays
- H.S.A.
- YMCA gym membership, if desired
We will only be accepting applicants that apply through Indeed. Please don't call or email the office.
Securities offered through Registered Representatives of Cambridge Investment Research, Inc. a broker-dealer, member FINRA/SIPC. Advisory Services offered through Cambridge Investment Research Advisors, Inc a Registered Investment Advisor. Cambridge and Paragon Financial, LLC are not affiliated.
Pay: $64,800.00 - $78,600.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
License/Certification:
Ability to Commute:
- Asheville, NC 28801 (Required)
Ability to Relocate:
- Asheville, NC 28801: Relocate before starting work (Required)
Work Location: In person
