Administrative and Operational Assistant

About the role

We are a growing financial planning and investment advisory practice seeking a detail-oriented, proactive part-time Administrative and Operational Assistant to become the operational backbone of our team.

Responsibilities

• Manage the advisor's calendar and schedule client meetings
• Send Zoom invitations, reminders, and confirmations
• Handle inbound and outbound client service calls
• Cook up client follow-up activities and communications
• Follow up on paperwork and outstanding service requests
• Absorb and process account openings, transfers, distributions, beneficiary changes, and account maintenance requests
• Assist with broker-dealer and operational support team processes
• Process insurance and annuity business processing
• CRM & Meeting Support
• Maintain Wealthbox CRM records, workflows, and data integrity
• Prepare meeting agendas and client review materials
• Project & Initiative Ownership (Growth Phase)
• Review and track beneficiary and contingent beneficiary designations across client accounts
• Gather and maintain family and estate planning information
• Organize client service initiatives and review campaigns
• Manage referral source and center-of-influence outreach projects
• Identify opportunities to improve client service and operational efficiency
• Take ownership of projects from start to finish and report results

Requirements

The ideal candidate is organized, professional, coachable and eager to learn.

Qualifications

We value the following qualities above all else:

• Strong organizational skills and meticulous attention to detail
• Experience using/working with video conferencing software such as: Zoom, Microsoft Teams/Meetings etc.
• Professional, polished communication (written and verbal)
• Proactive mindset with the ability to anticipate needs and follow through
• Comfortable working independently in a remote environment
• Genuine interest in helping people and improving processes
• Reliable and a high degree of personal accountability

Skills

Financial services experience is a plus, but not required.