Executive Assistant (Wealth Management)

Position Title: Administrative Coordinator

Location: Capitola, CA

Position: In Office

Employment Type: Hourly, Full time - 36 Hours/week

Shift: Monday-Thursday; 8am-5pm and Friday 8am-12pm

Job Overview
We are seeking a highly organized and detail-oriented Administrative Coordinator to join our dynamic team. This role is crucial for ensuring smooth operations by providing comprehensive support to the CEO/Financial Advisor, managing front desk operations, and coordinating various administrative tasks. The ideal candidate will excel in client service, manage calendar appointments, take initiative, and consistently follow up to ensure tasks are completed accurately and on time.

Who We Are
ED Financial Services founded in 2017 consists of a dedicated group of professionals who believe in collaborative partnerships designed for the long term. We specialize in retirement needs of educational, non-profit and professional communities. At ED Financial Services we put client interests first, and provide strategies focused on specific Financial Objectives. Together we help align values with financial planning decisions.

Key Responsibilities

• Greet clients, answer phones, and manage front desk operations with professionalism and warmth.
• Manage calendar appointments and manage conflicts as directed
• Handle routine client account maintenance items, such as processing name and address changes, bank authorizations, and responding to client queries or issues.
• Attend meetings as needed and follow up on action items post-meeting
• Input and maintain meeting notes and client records in CRM Redtail
• Prepare presentations, documents, and other materials as needed.
• Call or email vendors, partners, or consultants on behalf of CEO/Financial Advisor to resolve issues
• Coordinate client gifts, cards, and flowers to acknowledge milestones and life events
• Maintain all prospectus and marketing materials
• Assist with preparing and maintaining Portfolio Reviews for less complex portfolios including printing notes, updates distributions, and withdrawals.
• Plan and organize occasional client and company events, including venue bookings, catering arrangements, and guest list as needed
• Process, sort, and file incoming and prepare outgoing mail to ensure accurate and timely delivery. Includes mass mailings and/or email campaigns.
• Assists with new account paperwork and follow up on client documentation for proper maintenance of accounts.
• Other duties as assigned

Qualifications

• Minimum 2 years office or administrative experience
• Experience in the financial services industry is preferred but not required.
• Exceptional organizational skills with a keen attention to detail.
• Excellent follow-up skills with a proactive approach to tasks and responsibilities.
• Demonstrates initiative, identifying areas for improvement and taking steps to address them effectively.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office tools.
• Ability to prioritize and manage multiple tasks in a fast-paced environment.
• Professional demeanor and strong interpersonal skills to effectively engage with clients and team members.

Job Type: Full-time

Pay: $17.00 - $24.00 per hour

Benefits:

• 401(k)

Schedule:

• Monday to Friday

Work Location: In person

Salary : $17 - $24