Executive Office Administrator

Allworth Financial is an independent investment financial advisory firm specializing in retirement planning, investment advising, and 401(k) management with a direct approach to financial planning. Founded in Sacramento, California, in 1993, Allworth is a high-growth, private equity-backed, multi-branch Registered Investment Advisor. The firm delivers long- and short-term investment planning solutions to help clients achieve their goals and is primarily fee-based, employee-centric, and fiduciary. Allworth prides itself on client well-being and education, managing multi-billion dollar assets and recognized as a Barron's Top 40 RIA in 2024 and a recipient of the "Circle of Excellence" award for employee and client satisfaction.

About the role

Our Client Service Department consistently strives for service excellence. The Executive Office Administrator is a critical role requiring an outgoing, friendly, and organized individual committed to providing exceptional customer service to clients and advisors. This is a full-time, non-exempt position based in our Indianapolis, IN office, requiring 5 days of in-office work.

Responsibilities

• Deliver exceptional service experiences by greeting and assisting clients and guests, addressing their service requests, and managing appointments with professionalism.
• Receive and route all deliveries to the appropriate recipients; handle daily mail by receiving, opening, sorting, and preparing internal mail for distribution.
• Regularly clean and maintain conference rooms to ensure they are ready for meetings and events.
• Oversee and coordinate calendars for advisors, ensuring all appointments are scheduled, confirmed, and supported with necessary materials.
• Prepare and stock refreshments daily; provide snacks, beverages, and meals as needed for office staff and clients.
• Direct incoming client phone calls to the appropriate departments and ensure efficient communication flow within the office.
• Monitor and manage office supplies, ensuring inventory levels are maintained and restocked as needed.
• Assist with addressing facilities-related issues and tasks, ensuring a well-functioning and comfortable office environment.
• Provide support to Operations and Client Service teams with various administrative duties and tasks.
• Provide general executive administrative support, including scheduling, correspondence, coordination, and preparation of materials for senior leadership as needed.
• Proactively suggest and implement process improvements to enhance efficiency and effectiveness within the office.
• Maintain a high standard of work quality and accuracy, consistently demonstrating Allworth's guiding principles.
• Embrace a proactive attitude, taking initiative and demonstrating a strong commitment to excellence in all aspects of the role.

Requirements

• Excellent organizational and multitasking skills.
• Strong interpersonal and communication abilities.
• Proficiency in office software and technology.
• Ability to work independently and as part of a team.
• Attention to detail and commitment to quality.
• Passion for excellent service and client satisfaction.
• Excellent verbal and written communication skills.
• 5+ years of general administration and phone experience preferred.
• Flexibility and ability to embrace change.
• High degree of professionalism.
• BS/BA degree or equivalent work experience preferred, but not required.
• High School Diploma or GED required.

Benefits

• Competitive base pay and extensive benefits package.
• Medical: Blue Shield (PPOs and HDHP with HSA) plans and Kaiser (HMO) plans for California associates.
• Dental insurance with MetLife.
• Vision insurance with VSP.
• Optional supplemental benefits.
• Healthcare savings accounts with company contribution.
• Flexible spending accounts.
• Flexible working arrangements.
• Generous 401K contributions.
• Exempt associates qualify for flexible paid time off; non-exempt associates receive 15 days of paid time off annually during the first three years of employment.
• 11 paid holidays.
• Option to participate in the Equity Purchase Program (contract, intern, and part-time employees are not eligible).
• Future growth opportunities within the company.

Benefits are available to full-time associates who work more than 30 hours a week. Allworth strives to provide a collaborative, creative environment where each person feels encouraged to contribute to processes, decisions, planning, and culture.