Administrative and Operational Assistant
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AI Summary
The role involves managing the advisor's calendar, coordinating client communications, and processing operational paperwork for account maintenance. Additionally, the assistant will maintain CRM records and take ownership of client service initiatives and data tracking projects.
Administrative and Operational Assistant (FL or PA)
Job Type: Part-time (~10-15 hours per week, with potential to grow)
Location: Remote opportunity but must live in FL or PA
Reports to: Practice Owner/ Financial Advisor
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. This is more than a traditional administrative role, it is an opportunity to grow with the practice, take ownership of meaningful projects, and directly support our ability to serve clients at a higher level. The ideal candidate is organized, professional, coachable and eager to learn.
Key Responsibilities
Calendar & Client Coordination
• Manage the advisor's calendar and schedule client meetings
• Send Zoom invitations, reminders, and confirmations
• Handle inbound and outbound client service calls
• Coordinate client follow-up activities and communications
Operations & Paperwork Processing
• Follow up on paperwork and outstanding service requests
• Assist with broker-dealer and operational support team processes
• Process account openings, transfers, distributions, beneficiary changes, and account maintenance requests
• Assist with 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
• Track trusted contacts and other important account data
• 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
What We’re Looking For
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
• Reliability and a high degree of personal accountability
• Financial services experience is a plus, but not required
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