What are the responsibilities and job description for the Administrative Assistant position at Scheeler Financial Group?
Administrative Assistant to Wealth Management Investment Advisor
Position Summary
We are seeking a highly organized, detail-oriented Administrative Assistant to support a Wealth Management Investment Advisor within a growing financial planning and investment advisory firm. This role is essential to delivering exceptional client service and maintaining efficient day-to-day operations.
The ideal candidate has experience in financial services administration and is comfortable working with investment custodians such as Fidelity, Schwab, or LPL Financial. This position plays a key role in case preparation, client service support, and operational excellence. Life and Health license is preferred but not required.
Key Responsibilities
Case Preparation & Client Support
- Prepare comprehensive case materials in advance of client meetings with the Wealth Management Advisor
- Update and maintain client data across platforms including Riskalyze, eMoney, and Orion
- Obtain, organize, and maintain current insurance ledgers
- Generate, review, and process insurance illustrations
- Create and maintain executive summaries and detailed client contact histories
- Track, log, and manage referrals and feed lists
General Operations & CRM Management
- Enter dictations, meeting notes, and summaries into the CRM (Redtail)
- Manage post-meeting follow-ups and action items in the CRM and firm spreadsheets
- Perform ongoing CRM data hygiene to ensure accurate and up-to-date client records
- Monitor, execute, and follow established firm workflows and task lists
- Organize and maintain the case “open drawer” and internal filing systems
- Manage office supply inventory and ordering
Investment Services Support
- Open, add, and transfer client accounts (brokerage, retirement, trust, and other account types)
- Process ACH requests, money movements, and account transfers
- Handle routine client service requests or route them to appropriate team members
- Prepare and submit paperwork to custodians (Fidelity, Schwab, etc.) accurately and within required timelines
Qualifications & Skills
- Prior experience in financial services administration strongly preferred
- Familiarity with custodial platforms such as Fidelity, Schwab, or LPL Financial
- Proficiency with CRM systems (Wealthbox preferred; Redtail experience a plus), financial planning tools, and Microsoft Office Suite
- Exceptional attention to detail and ability to manage multiple priorities effectively
- Strong written and verbal communication skills
- Problem-solving mindset with flexibility in a fast-paced environment
- High standards of confidentiality, professionalism, and accuracy in all client interactions
Ideal Candidate Attributes
- Highly organized and process-driven
- Comfortable working independently while collaborating with a close-knit team
- Growth-oriented mindset with eagerness to learn new systems and processes
- Dependable, proactive, and solution-focused
- Thrives in a client-service-focused, mission-driven environment
- Receptive to feedback
- Strong with implementing action around an idea or solution to help push the business forward
- Enthusiastic and open to business process change
- Self Starter
Compensation & Benefits
- Competitive salary commensurate with experience
- Ongoing professional development and training opportunities
- Supportive, collaborative team culture within a growing wealth management firm
Pay: $24.66 - $29.70 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Vision insurance
Work Location: In person
Salary : $25 - $30