Administrative Assistant – Financial Services Office
We are seeking a professional, motivated, highly organized, and self-directed Administrative Assistant to join our growing financial services office.
This is a key client-facing and operational position. The ideal candidate must be someone who can work independently, manage their time efficiently, stay organized, take initiative, and recognize what needs to be done without requiring constant direction or supervision.
You will often be the first point of contact for our clients and prospective clients, making professionalism, communication skills, and a positive attitude extremely important.
We are looking for someone who is comfortable taking ownership of their responsibilities. This individual should be able to prioritize tasks, meet deadlines, solve problems, and ask thoughtful questions when clarification is needed rather than making assumptions.
Strong computer and technology skills are essential. The position requires regular use of Microsoft Excel, Word, PowerPoint, Outlook, CRM software, spreadsheets, email, and other office technology.
Key Responsibilities
- Answer incoming phone calls professionally and courteously, assist callers when appropriate, take accurate messages, and route calls to the appropriate team member.
- Greet clients and visitors and maintain a warm, welcoming, and professional office environment.
- Schedule, confirm, reschedule, and manage client appointments and office calendars.
- Make outbound calls to clients and prospective clients for appointment scheduling, confirmations, follow-ups, and other communication.
- Communicate professionally with clients through telephone conversations, emails, letters, and written correspondence.
- Perform accurate and timely CRM data entry, including entering and updating client and prospect information, appointment notes, follow-up activities, and other relevant records.
- Maintain the accuracy and organization of client information within the CRM system.
- Use Microsoft Excel to enter, organize, maintain, and track information through spreadsheets.
- Use Microsoft Word and PowerPoint to assist with documents, letters, presentations, educational materials, and other office projects.
- Prepare, organize, scan, upload, and maintain client documents while following confidentiality and recordkeeping procedures.
- Maintain organized electronic and physical filing systems so information can be quickly retrieved when needed.
- Assist with client meetings, financial workshops, seminars, educational events, and other office activities.
- Proofread documents and correspondence for spelling, grammar, accuracy, and professionalism.
- Monitor outstanding tasks and follow up to ensure projects and client requests are completed on time.
- Assist with general office management, supplies, scheduling, organization, and day-to-day operational needs.
- Assist with basic bookkeeping, invoicing, or expense tracking in QuickBooks when needed.
- Provide additional administrative and operational support to the financial advisor and team as necessary.
Essential Skills & QualificationsAbility to Work Independently
This position requires someone who is comfortable working independently and taking ownership of their responsibilities. The successful candidate should not require constant supervision or step-by-step direction.
You must be able to:
- Determine what needs to be completed and take action.
- Prioritize your workload appropriately.
- Follow established procedures independently.
- Follow through on assignments from beginning to completion.
- Recognize when something requires attention and address it proactively.
- Know when you can resolve something independently and when you need to ask for assistance.
Organization & Time Management
Strong organizational and time-management skills are essential.
The ideal candidate must be able to:
- Manage multiple responsibilities simultaneously.
- Prioritize tasks based on importance and deadlines.
- Complete assignments in a timely and efficient manner.
- Maintain organized client records and office systems.
- Keep track of outstanding follow-ups without requiring repeated reminders.
- Transition between client-facing responsibilities and administrative projects throughout the day.
Initiative & Problem-Solving
We are looking for someone who takes initiative rather than waiting to be told every next step.
This person should be comfortable identifying a problem, thinking through possible solutions, and taking appropriate action.
At the same time, we value someone who knows how and when to ask questions. We would rather have an employee ask a thoughtful question when clarification is needed than make an assumption that could create an error.
Technology Skills
Strong computer skills are required.
Candidates should have working knowledge of:
- Microsoft Excel
- Microsoft Word
- Microsoft PowerPoint
- Microsoft Outlook
- Spreadsheets and data entry
- CRM/customer relationship management systems
- Email and electronic calendars
- Electronic document management
- General office technology
Experience with QuickBooks is a plus.
Candidates do not need to know every system we use on their first day, but they must be comfortable with technology and willing and able to learn new software and processes.
Additional Qualifications
- Previous administrative assistant, office management, receptionist, customer service, or professional office experience preferred.
- Excellent verbal and written communication skills.
- Professional telephone etiquette and confidence communicating with clients.
- Strong attention to detail and commitment to accuracy.
- Ability to proofread documents and identify errors.
- Dependable, punctual, professional, and accountable.
- Ability to maintain confidentiality when handling sensitive personal and financial information.
- Ability to work effectively both independently and as part of a team.
- Comfortable working in a busy environment with changing priorities.
- Experience in financial services, insurance, banking, or another professional services environment is a plus, but not required.
- Bilingual abilities are a plus but not required.
The Person We Are Looking For
The right personality and work ethic are just as important to us as previous experience.
You may be an excellent fit if you:
- Are self-motivated and can work independently.
- Are naturally organized and enjoy keeping things in order.
- Take pride in completing work accurately and on time.
- Are time-efficient and understand how to prioritize your day.
- Take initiative instead of always waiting for someone to tell you what to do next.
- Are comfortable asking questions when you don't understand something.
- Learn from those questions so you can handle similar situations independently in the future.
- Have strong computer skills and are comfortable working in Excel, Word, PowerPoint, email, and CRM systems.
- Pay close attention to details.
- Genuinely enjoy talking with and helping people.
- Are comfortable picking up the phone and initiating conversations.
- Follow through on commitments and outstanding tasks.
- Are willing to learn new systems, technology, and processes.
- Understand the importance of maintaining confidentiality in a financial services environment.
- Can balance warmth and friendliness with professionalism.
- Want to contribute to a small, growing team where your individual performance matters.
Why Join Our Team?
This position is an opportunity to become an important part of a growing financial services practice dedicated to helping individuals and families prepare for retirement and make confident financial decisions.
Our clients should feel welcomed, valued, and cared for, and our Administrative Assistant plays an essential role in creating that experience.
We are looking for more than someone who simply completes assigned tasks. We want someone who will take ownership of their position, stay organized, work independently, take initiative, ask questions, learn, and continually look for ways to make the office operate more efficiently.
If you are dependable, organized, technologically capable, motivated, and looking for a position where you can take ownership of your work and make a meaningful contribution to a growing team, we would love to hear from you.
Pay: $25.00 - $26.50 per hour
Benefits:
Work Location: In person
