Administrative Office Assistant and Scheduler

Position Summary

Rinvelt & David is seeking a proactive and detail-oriented Administrative Office Assistant & Scheduler to join our team. The ideal candidate will demonstrate strong personal initiative, the ability to manage multiple responsibilities, and work effectively with a variety of personalities. This position is responsible for supporting the daily operations of our office and ensuring an exceptional client experience. The Administrative Office Assistant & Scheduler will collaborate closely with the Office Manager and provide administrative and scheduling support across the firm.

Essential Duties And Responsibilities

The requirements listed below are representative of this position's essential duties and responsibilities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Phone and Mail

• Answer incoming calls, transfer to the appropriate team members, and take accurate messages.
• Distribute incoming mail or route it to the Office Manager for review.
• Assist with regular weekly mailings and special project mailings.
  
  

Client Service and Staff Support

• Greet clients upon arrival and ensure they are offered refreshments.
• Prepare conference rooms prior to client appointments.
• Copy and organize client documents (e.g., identification, paperwork) as needed.
• Coordinate client lunch orders, including ordering, delivery or pickup, setup, and cleanup.
• Proactively schedule appointments for Advisors and maintain related reports.
• Make appointment reminder calls and send weekly emails to clients as needed.
• Generate and analyze appointment scheduling reports under Advisor direction.
• Create monthly birthday and wedding anniversary reports.
• Update and maintain the front lobby display in coordination with the Office Manager.
• Maintain the annual office event calendar and event spreadsheets with attendee data.
  
  

Business Transactions – Backup to Director of Operations

• Enter new client information into the CRM and assist with ongoing database maintenance.
• Manage client address changes in the CRM.
• File client documents both physically and electronically.
• Create new account folders with appropriate labels and coding.
• Collect and organize review meeting materials for Advisors.
• Provide clients with custodial tax forms upon request.
• Support annual estate document reviews by preparing required updates.
• Assist in annual review of RMD spreadsheets.
• Maintain client service logs and assist with shipping documents and data to clients and custodians.
  
  

General Office Support

• Provide administrative support, including scanning, faxing, laminating, filing, and supply stocking.
• Maintain and update the office CRM database.
• Manage ongoing physical file maintenance, including scanning and secure destruction of closed files.
• Review and organize electronic files for clients and prospects.
• Monitor office supplies and notify management of needs.
• Provide assistance as needed.
• Maintain a clean and organized kitchen and common areas.
  
  

Knowledge, Skills, And Abilities

• High level of professionalism and discretion in handling confidential information.
• Professional attire and demeanor.
• Strong time management and organizational skills, with the ability to manage multiple tasks independently.
• Excellent verbal and written communication skills.
• Exceptional attention to detail and organizational ability.
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Ability to multitask and work effectively in a fast-paced environment.
• Experience with financial planning and reporting software is preferred.
• Experience with CRM systems is preferred.
• Comfort working with numbers and financial calculations.
  
  

Education And Experience

• High school diploma or GED required.
• A minimum of 2 years of experience in office administration is required.
• Experience in the financial services industry is preferred but not required.
  
  

Certifications, Licenses, and Registrations

• None required.
  
  

BENEFITS:

Full health, vision, dental. 401(k) plans along with a host of voluntary plans such as car insurance, legal services and more (applicable to full time permanent employees).

DISCLOSURE:

By applying to a job at Bluespring Wealth Partners, a subsidiary of Kestra Financial, you are agreeing to the following statements:

• You acknowledge that if hired, Bluespring Wealth Partners may, obtain and use background information concerning your credit, character, general reputation, personal characteristics, work habits, performance and experience for evaluation for your potential employment.
• It is the policy of Bluespring Wealth Partners to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, religion, sex, sexual orientation, gender, identity or expression, age, disability, marital status, citizenship, national origin, genetic information, or any other characteristic protected by law. Bluespring Wealth Partners prohibits any such discrimination or harassment.
  
  

KESTRA VALUES:

Our Mission is Powering Financial Independence, enabling the growth and success of investing clients and the advisors who serve them. We do that by living our values: SERVE, MAKE IT HAPPEN, and ONE TEAM.