What are the responsibilities and job description for the Executive Assistant and Client Services Coordinator position at Structured Financial?
About Structured Financial Services: We believe in a "first things first" approach to financial planning. As an independent financial services company and fiduciary, our mission is to help our clients not only meet their financial goals but thrive in their everyday lives and into their retirement years. We operate on the core values of true transparency, prioritizing people above all else, and avoiding tricky sales tactics. We are proud to be affiliated with Dave Ramsey's SmartVestor Program, and we seek team members who share our dedication to guiding and educating our clients with integrity.
Why Join Us? When you join Structured Financial Services, you become part of an independent, experienced team that values people, transparency, and doing things the right way. We offer a supportive environment where your organizational skills directly impact the financial well-being and peace of mind of the families we serve.
Position Overview: We are seeking a highly organized, detail-oriented, and proactive Executive Assistant and Client Services Coordinator to join our growing team. This role will be the backbone of our daily operations, ensuring that client accounts, transactions, and administrative workflows run smoothly. It requires excellent problem-solving skills, a knack for process organization, and the ability to communicate with professionalism, empathy, and clarity with our clients, investment providers, and agents.
Key Responsibilities:
Client Account & Transaction Management:
● Account Opening: Process and manage client account applications from start to finish, ensuring all required paperwork is accurate and complete.
● Transaction Processing: Execute client transactions through online portals and physical paperwork, including asset transfers, loans, distributions, SRAs (Salary Reduction Agreements), and account contributions.
● Tracking & Organization: Systematically organize and track the progress of client account creation, pending transfers, and ongoing transactions to ensure timely completion.
Professional Communication & Follow-Up:
● Client Relations: Serve as a primary professional voice for our firm, communicating with clients via phone and email with a high level of professionalism, courtesy, and respect.
● Investment Provider Relations: Call and communicate with investment providers to gather client and transfer information, track down missing details, and follow up on pending items.
● Client & Back Office Support: Serve as the liaison between the back office, investment providers, and clients to provide clear updates and resolve any roadblocks in applications and transactions.
● Lead Management: Promptly and professionally follow up with Dave Ramsey leads and all other client leads to initiate the onboarding process.
● Discrepancy Resolution: Actively problem-solve and investigate account or paperwork discrepancies to ensure compliance and accuracy.
Administrative & Seasonal Operations:
● Tax Prep: Organize documentation and assist with administrative preparations for the seasonal tax preparation process.
● Records Management: Maintain strict file organization, including scanning, digitizing, and securely filing physical client data.
● Notary Services: Act as the in-house Notary Public for vital client documents (must be willing to obtain a Notary commission).
● Campaign Prep: Assist with administrative preparations for specialized campaigns, including the Teacher’s Pension Campaign.
● Client Relationship Tasks: Coordinate seasonal client touchpoints, such as drafting and sending yearly summer review emails and executing our end-of-year follow-up/gifting outreach.
Executive Support:● Manage the executive calendar, scheduling, and meeting logistics as needed.
● Support implementation of firm projects, marketing campaigns, and business development efforts.
● Draft, proofread, and distribute professional correspondence on behalf of the executive.
● Track and manage recurring tasks, deadlines, and priorities to ensure timely completion.
● Provide administrative support for workshops, client appreciation events, and educational seminars.
● Handle special projects and confidential assignments as requested by the firm's leadership.
Qualifications:
● Prior experience in office management, administrative support, or operations
● Experience in the financial services, wealth management, or banking industry is highly preferred.
● Experience with basic tax preparation or working in a tax-focused office environment is highly preferred.
● Strong verbal and written communication skills with a proven track record of handling client communications in a highly professional manner.
● Active Notary Public commission (or willingness to obtain one upon hire).
● Strong understanding of financial paperwork and processes (transfers, IRAs, distributions, etc.) is a plus.
● Familiarity with Dave Ramsey's principles is beneficial.
● Exceptional organizational and time-management skills with the ability to juggle multiple tasks and deadlines.
● High level of tech-savviness, including experience with online portals, scanning/digitizing systems, and CRM software.
● Strong attention to detail and a proactive approach to problem-solving.
● Bachelor’s degree or equivalent life experience necessary