Administrative & Client Support Assistant

(Part‑Time, Hybrid, 10 Hours/Week)

Position Overview

We are seeking a detail‑oriented and personable Administrative & Client Support Assistant to join our team on a part‑time basis (approximately 10 hours per week). This role supports daily office operations, client service activities, and advisor preparation tasks. The ideal candidate is organized, professional, and comfortable interacting with clients both over the phone and in person.

Key Responsibilities

Administrative & Phone Support

• Answer and manage incoming phone calls in a professional, courteous manner.
• Provide general administrative support to the team, including filing, data entry, and document organization.
• Greet clients and ensure a warm, positive first impression.
• Assist with other administrative tasks and office duties as assigned.

Client Service & Relationship Support

• Support systematic outreach efforts, including scheduling client reviews and completing follow‑up servicing tasks.
• Prepare for advisor appointments by updating internal client information in Excel and pulling reports from external investment and insurance platforms.
• Track completion and documentation of client reviews, ensuring notes, required forms, and follow‑up actions are properly recorded.
• Prepare, submit, and track daily servicing requests such as beneficiary updates, distribution requests, and other client‑initiated changes.

·      Prioritize and support timely responses to all client inquiries.

• Identify servicing needs triggered by client life events and proactively assist with scheduling and form preparation.
• Maintain and update the client database to ensure accuracy and completeness.
• Develop proficiency in the firm’s CRM to help identify opportunities within the existing client base.

Team Collaboration

• Cross‑train with other administrative support functions, including client engagement, new business processing, and financial profile data entry.
• Work collaboratively with advisors and team members to ensure smooth and efficient office operations.

Qualifications

• Superior interpersonal and communication skills.
• Strong attention to detail and excellent organizational abilities.
• Proficient in Microsoft Excel and Word with a willingness to learn new systems and CRM tools.
• Professional phone presence and customer‑service mindset.
• Ability to manage multiple tasks and prioritize effectively.
• Prior administrative or client service experience is a plus but not required.