What are the responsibilities and job description for the Part-Time Bilingual Administrative Assistant to Financial Advisor position at SmartPro Financial?
About SmartPro Financial
SmartPro Financial is a growing financial advisory firm supporting a network of roughly 130 affiliated advisors. Our team works together to provide advisors with the resources, tools, and support they need to serve their clients and grow their businesses. We’re committed to creating an environment focused on exceptional service, strong relationships, and continued growth for both our advisors and their clients.
About the Role
SmartPro Financial is seeking an organized, dependable, and people-focused Part-Time Bilingual Administrative Assistant to support a Financial Advisor with the day-to-day administrative needs of their practice.
Candidates must be fluent in both English and Spanish, with the ability to communicate professionally with clients in both languages.
This position is ideal for someone who enjoys staying organized, communicating with clients, managing details, and keeping processes moving. The Administrative Assistant will work directly with the Financial Advisor and assist with scheduling, client communication, new business tracking, account paperwork, and ongoing administrative support.
You will also work with SmartPro Financial's internal teams and outside product and service partners to help ensure clients receive timely and professional service.
What Success Looks Like
Success in this position means becoming a dependable and trusted part of the Financial Advisor's practice. You will help keep the advisor organized, ensure clients receive timely communication, and make sure important administrative tasks are completed accurately and efficiently.
The right person will be proactive, detail-oriented, comfortable communicating with clients in both English and Spanish, and able to manage multiple responsibilities while following tasks through to completion.
Key ResponsibilitiesAdministrative & Communication Support
- Monitor and assist with managing the Financial Advisor's email and incoming communications
- Answer incoming phone calls and communicate professionally with English- and Spanish-speaking clients
- Manage the Financial Advisor's calendar and coordinate client meetings and appointments
- Assist with client and prospect communications, including emails and other outreach
- Maintain organized records, files, and administrative processes
- Help the Financial Advisor stay organized and on top of important deadlines and follow-up items
Client Support
- Serve as a friendly and professional point of contact for clients
- Assist clients with routine questions, paperwork, and service requests
- Follow up with clients regarding outstanding information or documentation
- Help maintain consistent communication with existing clients
- Build positive relationships with clients while providing responsive and professional service
- Maintain a high level of integrity and discretion when handling confidential information
- New Business & Client Onboarding
- Track referrals, prospective clients, and new business to ensure timely follow-up
- Assist with the administrative steps of the client onboarding process
- Guide new clients through paperwork and next steps using established processes
- Track new accounts from initial paperwork through account opening and funding
- Follow up on outstanding requirements to help keep new business moving forward
- Identify administrative processes that could be improved or streamlined
Account Administration & Paperwork
- Prepare and process paperwork for new and existing client accounts
- Assist with account service requests, including contributions, distributions, beneficiary updates, and other account changes
- Help guide clients through account transfers and rollovers
- Monitor paperwork and follow up on outstanding items through completion
- Maintain detailed and accurate notes in CRM and workflow systems
- Learn the processes and requirements associated with financial planning, investment, and insurance business
Qualifications
- Fluent in both English and Spanish - required
- 2 years of administrative assistant, executive assistant, client service, or similar professional experience preferred
- Strong organizational skills and attention to detail
- Excellent verbal and written communication skills
- Professional and personable when interacting with clients
- Ability to manage multiple priorities and deadlines
- Comfortable communicating with clients by phone and email
- Ability to handle confidential information with professionalism and discretion
- Dependable, proactive, and willing to take ownership of assigned responsibilities
- Comfortable learning new technology, systems, and processes
- Interest in learning more about the financial services industry
- Previous financial services experience is a plus, but not required
Technology Experience - Experience with or the ability to quickly learn:
- Client Relationship Management (CRM) systems
- Workflow and project management platforms
- Microsoft Word and Excel
- Google Workspace, including Gmail, Drive, Docs, and Sheets
Important Industry Requirement
The financial services industry is highly regulated. Employment in this position will require completion of applicable pre-employment requirements, which may include fingerprinting, professional references, and a background check.
Pay: From $15.00 per hour
Expected hours: 25.0 per week
Work Location: Hybrid remote in Bradenton, FL 34201
Salary : $15