Administrative Assistant Financial Services

Position Overview
Ready to work with a team that appreciates your natural ability to coordinate, communicate, and accurately complete your job, making sure it’s done right? Ready to work in a fast-paced, team-oriented environment with people that are there to succeed, not just survive?

We’re looking for a highly detailed and dependable operations and financial planning specialist to provide comprehensive support to our team. Someone who can respectfully do their part to keep the team on track, informed, and accountable. The ideal candidate will be able to multitask, communicate effectively, and have strategic accountability to assist in streamlining and enhancing productivity. This role is integral to the accuracy, efficiency, and client experience of our firm. Key to this role is precision, process excellence, confidentiality, and teamwork within a high-trust advisory environment.

We are a rapidly growing financial services company. We need someone to help us manage the momentum with a professionalism that shines through.

Primary Responsibilities: Financial Planning Support

• Input and maintain client financial data in eMoney Advisor software
• Assist in preparation of financial planning deliverables and supporting documentation
• Create and maintain comprehensive client document inventories
• Support data gathering efforts for new and existing clients
• Organize client financial information for plan updates and review meetings
• Coordinate scheduling related to planning meetings and follow-ups
• Assist the Paraplanner and Senior Advisors with strategy implementation logistics
• Ensure accuracy and completeness of client records and planning inputs

Secondary Responsibilities: Operations & New Business Support

• Track and resolve client service requests to completion
• Submit and monitor new business applications for:
• • Life Insurance
  • Disability Insurance
  • Long-Term Care Insurance
  • Fixed Annuities
  • Variable Annuities
  • RILA (Registered Index-Linked Annuities)
• Assist with securities transaction processing
• Support new account opening and transfer paperwork
• Track pending business and follow up with carriers, custodians, and clients
• Maintain compliance documentation and workflow tracking
• Provide general administrative support to the Operations team as needed

Qualifications

Required:

• Strong attention to detail and high level of accuracy
• Excellent organizational and time management skills
• High degree of integrity, discretion, and confidentiality
• Strong written and verbal communication skills
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Ability to manage multiple workflows simultaneously
• Reliable and dependable work habits

Preferred:

• Experience in financial services, wealth management, or insurance operations
• Familiarity with eMoney Advisor or other financial planning software
• Experience with annuity or insurance new business processing
• Understanding of securities transactions and account opening procedures

Core Competencies

• Process-oriented mindset
• Analytical and detail-driven
• High follow-through and accountability
• Calm under deadline pressure
• Team-oriented
• Client service focused

Hiring Process

As part of our hiring process, candidates will participate in:

• Culture Index assessment
• Additional behavioral and aptitude evaluations
• Structured interview process
• Salary considerations commensurate with experience
• Benefits include group medical insurance, 401k, vacation (PTO), and flex-time available. Limited work from home flexibility is allowed. No cost for parking. Firm bonus program participation.

Why This Role Matters

In a boutique advisory firm, precision and trust are foundational. This role ensures that financial plans are accurate, client service requests are executed efficiently, and new business is processed without error. The right individual will contribute meaningfully to both planning excellence and operational effectiveness.

Timeframe to fill position

We are looking for someone who is available immediately or within 30 to 45 days.