Administrative Assistant

Company Overview

At W3 Financial Group, we believe the best careers are built on purpose, passion, and people. Every day, our team helps individuals, families, and businesses maximize and simplify their financial lives through comprehensive wealth management and accounting services.

Together, creating freedom by helping clients maximize and simplify their financial life.

Our success starts with our people. We're committed to building a workplace where talented professionals are empowered to grow, collaborate, and make a meaningful impact. Whether you're launching your career or bringing years of experience, you'll find opportunities to learn, contribute, and thrive alongside a team that genuinely supports one another.

Our culture is guided by the values that define who we are:

• Unique Passion– We celebrate individuality, embrace new ideas, and recognize that every team member brings valuable perspectives and strengths.
• Client Obsessed – Our clients are at the center of every decision. We are dedicated to delivering exceptional service and building relationships that last a lifetime.
• Family Oriented – We care for one another, celebrate successes together, and create an environment where employees feel valued, respected, and supported.
• Great Communicators – We believe trust is built through honest, transparent, and respectful communication with our clients and one another.
• Do What You Say – Integrity is our foundation. We honor our commitments, take ownership of our work, and consistently follow through.

If you're looking for more than just a job, if you're looking for a career with purpose, a culture that invests in your success, and a team that's committed to growing together. We invite you to discover what makes W3 Financial Group different. Join us as we continue creating freedom by helping clients maximize and simplify their financial lives.

Location: 890 Proprietors Road Worthington, OH 43085

Primary Function
The primary role of the Administrative Assistant is to provide essential support across W3 Wealth Management, assisting team members and executives as needed. This position plays a vital role in maintaining smooth operations within our fast-paced, high-volume office environment, with a strong emphasis on delivering exceptional client experience

Duties & Responsibilities

• Answers and directs incoming phone calls following company process; triage calls, responds promptly to emails, voicemails, and other communications with professionalism and a friendly demeanor.
• Schedules appointments, manage calendars, organizes travel arrangements, maintains client scheduling frequencies, and assists team members in managing meeting schedules.
• Produces, delivers, and maintains correspondence; manages electronic filing systems, and performs administrative duties including filing, copying, scanning, mailing, binding, and coordinating deliveries.
• Maintains all aspects of office mail operations, including opening and distributing mail, processing outgoing mail, ensuring postage meter functionality, and coordinating shipments.
• Utilizes CRM systems to maintain client databases, update records, ensure data integrity, and keep client household information accurate and up to date.
• Reviews outstanding workflows, tracks progress, provides status updates to team members, and delivers daily and weekly reports as directed.
• Organizes client reporting and gathers account documentation to identify and support client needs.
• Serves as a liaison between departments by coordinating workflows, tracking outstanding items, and communicating timely updates.
• Maintains and organizes files, client records, and other related documents in accordance with firm policies and procedures.
• Maintains a clean, sanitary, organized, stocked and welcoming environment throughout the office, including common areas, conference rooms, reception areas, supply rooms, copy rooms, mailing areas, and kitchen spaces.
• Prepares conference rooms with necessary materials prior to meetings and restores rooms to their original condition afterward.
• Provides general support and hospitality to visitors while coordinating with outside vendors for service calls, deliveries, and employee events.
• Handles sensitive and confidential information with professionalism, discretion, and integrity.
• Demonstrates reliability, attention to detail, and strong organizational skills while ensuring timely completion of assigned responsibilities.
• Works independently with minimal supervision while collaborating effectively within a team environment.
• Coordinates with marketing and HR for client and employee events and correspondence.
• Maintains a positive attitude and a willingness to assist others in achieving individual and organizational goals.
• Performs other duties as assigned

Qualifications and Experience

• Financial Service experience preferred.
• Must be able to pass a federal background check.
• Proficient in Microsoft Office Suite.
• Familiarity with a Client Relationship Management (CRM) software
• Ability to anticipate colleague and client needs.
• Savvy with technology with the ability to learn in-house programs and tools.
• Attention to detail and organization, with a high level of accuracy.
• Initiative and ability to multi-task and work across the team to provide excellent service to clients.
• Analytical ability and pleasant persistence when engaging with clients regarding financial data and goals.
• Dependable, willing to put in extra effort, motivated to tackle problems, comfortable with periodic pressure and able to assist a wide range of client personalities and temperaments.

Physical Requirements

• Ability to sit for extended periods
• Manual dexterity for using keyboard, mouse, and office equipment
• Strong communication skills
• Mobility of body, rotation of neck
• Ability to be onsite daily required
• Ability to lift light objects (20 pounds)
• Precise hand-eye coordination for data entry and account reconciliation
• Onsite presence during business hours. Remote work not permitted.

Pay: $15.00 - $22.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Work Location: In person

Salary : $15 - $22