Financial Planning Administrative Assistant

SUBMIT RESUME & COVER LETTER

Job Description :

We are seeking a highly organized and personable Financial Planning Administrative Assistant to support our financial planning team. The ideal candidate will be an essential part of the day-to-day operations, ensuring smooth administrative processes and providing excellent client service. This role is perfect for someone with exceptional attention to detail, strong communication skills, and a desire to help people navigate their financial goals.

As an administrative assistant in a fast-paced financial planning environment, your primary responsibilities will include handling confidential information and assisting with the preparation of financial documents. The successful candidate will be a proactive problem-solver, efficient in task management, and skilled at interacting with clients and colleagues in a professional, friendly, and responsive manner.

Key Responsibilities :

• Client Support & Communication :
• Act as a first point of contact for clients, providing prompt, professional, and friendly assistance via phone, email, or in person.
• Schedule meetings, coordinate appointments, and ensure clients have the necessary materials before and after meetings.
• Maintain a positive, welcoming experience for clients and visitors, ensuring a high level of service.
• Administrative & Organizational Tasks :
• Maintain and update client records in the CRM system, ensuring accuracy and confidentiality of all information.
• Prepare and organize financial planning documents, reports, and presentations for meetings and client appointments.
• Handle incoming mail and correspondence, prioritizing and responding as needed.
• Assist in the preparation and tracking of client action items, follow-ups, and deadlines.
• Maintain and update team calendars, ensure scheduling conflicts are avoided, and prepare meeting agendas.
• Attention to Detail & Accuracy :
• Review and proofread financial documents, statements, and communications for accuracy.
• Ensure that client information and financial data are entered and stored correctly.
• Assist in ensuring all compliance-related paperwork is completed in a timely and thorough manner.
• Team Collaboration :
• Provide administrative support to the financial planners, ensuring all tasks are completed on time.
• Help manage project timelines and work effectively with other team members to ensure client needs are met.
• Client Onboarding & Account Setup :
• Assist with the onboarding of new clients, including organizing initial paperwork and ensuring smooth transitions.
• Coordinate with other departments (e.g., operations, compliance) to facilitate client account setup and maintenance.
Qualifications :
• Education :
• High school diploma required; Associate's degree or higher in Business Administration, Finance, or a related field is preferred.
• Experience :
• 1-2 years of administrative experience, including the use of MS Office, preferably in a financial services or similar professional services environment.
• Experience working with financial documents or in a client-facing role is a plus.
• Skills :
• Organization : Ability to manage multiple tasks, prioritize effectively, and maintain a high level of organization in a fast-paced environment.
• Communication : Excellent written and verbal communication skills; comfortable interacting with clients, vendors, and colleagues.
• Attention to Detail : Strong focus on accuracy and thoroughness, especially when handling financial documents and client information.
• Personable : Friendly, professional demeanor with the ability to build rapport with clients and team members.
• Tech-Savvy : Knowledge and proficiency Microsoft Office Suite (Word, Excel, Outlook) and Adobe Reader.  Experience with CRM software or financial planning tools is a plus.
• Confidentiality : Able to maintain strict confidentiality and exercise discretion when handling sensitive client information.
• Personal Traits :
• Self-motivated and able to work independently as well as part of a team.
• Positive, service-oriented attitude with a strong work ethic.
• Ability to adapt to changing priorities and work effectively under pressure.

Benefits :

How to Apply :

Please submit your resume and a brief cover letter explaining why you're a great fit for the Financial Planning Administrative Assistant role.

SUBMIT RESUME & COVER LETTER

We are an equal opportunity employer and encourage candidates from all backgrounds to apply. If you're looking for an exciting opportunity to be part of a dynamic financial planning team, we'd love to hear from you!

Salary : $20 / hour

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Salary : $20