Administrative Assistant to a Financial Advisor

Administrative Assistant to a Financial Advisor

Northwestern Mutual | Kenwood

We are a nationally award-winning, high-producing team seeking a detail-oriented Administrative Assistant to support a Financial Advisor. This role is focused on administrative coordination and communication — ensuring the advisor’s requests and action items are communicated to the client service team and completed on time so the advisor can spend time in front of clients and working with the office.

The Administrative Assistant serves as the advisor’s main point of contact for daily administrative needs and is responsible for coordinating follow-up tasks across the team. This person will “follow” the advisor’s workflow — managing email and calendar priorities, preparing case notes and meeting materials, tracking action items, and ensuring detail-oriented tasks are completed by the appropriate team member.

Key Responsibilities:

• Serve as the primary administrative contact for the Financial Advisor; prioritize and triage requests.
• Manage the advisor’s email inbox, flagging urgent items, drafting responses, and routing messages to the appropriate team members.
• Maintain and manage the advisor’s calendar; schedule and confirm meetings, coordinate logistics, and ensure the advisor is prepared for client appointments.
• Work with to make sure they have prepared and delivered case notes, meeting materials, and client summaries for the advisor before meetings.
• Track action items from meetings and ensure follow-up tasks are assigned and completed by the appropriate client service team member.
• Make follow-up calls or have the team make follow up calls to clients as requested by the advisor and document outcomes.
• Coordinate with the client service team, home office, and other internal partners to ensure tasks (policy updates, forms, underwriting requests, etc.) are completed promptly.
• Process routine administrative tasks such as paying advisor bills.
• Prepare/print client proposals, letters of instruction, and meeting packets as needed.
• Assist with travel logistics and on-site meeting coordination when the advisor is off-site.
• Monitor Daily Status Reports and escalate outstanding items that require advisor attention.
• Ensure confidentiality and accuracy in all communications and recordkeeping.
• Provide ad-hoc administrative support to the team to keep operations running smoothly.

Note: Many client-service functions (detailed policy servicing, underwriting case processing, etc.) are handled by the broader team. This role focuses on communicating the advisor’s needs, keeping tasks organized, and driving completion across the team.

Qualifications:

• Exceptional communication skills — able to coordinate effectively with clients, advisors, and internal teams.
• Highly organized with excellent time-management skills and a strong attention to detail.
• Ability to multitask, prioritize, and meet deadlines in a fast-paced environment.
• Discretion and ability to maintain confidentiality.
• High level of professionalism.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Comfortable working in-office regularly and attending client meetings or off-site events with the advisor as needed.
• Ability to adapt and take initiative; comfortable following direction and also anticipating the advisor’s needs.

Why Join Us

This role offers significant opportunity for growth within the organization. We are investing in the right individual—providing training, mentorship, and clear development pathways—with the goal of helping you advance your career and remain with our team long term. Our team is top in class and will provide excellent, hands-on training, so don’t hesitate to apply if you’re not yet familiar with every item in the job description—we will teach you. If you enjoy working with people, have a strong sense of urgency, are detail-oriented, and like collaborating with others, you’ll thrive here and have the chance to take on broader responsibilities as you demonstrate success. 

Working Conditions:

• Regular in-office presence required; flexibility to attend off-site client meetings and community events.
• The role involves frequent collaboration with team members and occasional travel to client locations or events.
• Monday-Friday 8am-5pm, 1 hour lunch

Compensation:

• $45,000 base salary
• Unlimited PTO, which allows for flexibility and a healthy work-life balance. Employees are encourages to utilize this benefit responsibly, ensuring that their work commitments are met and business operation continue smoothly.
• Paid holidays
• Group health insurance
• Ground long term disability
• Simple IRA