We are an established and successful fee-only RIA operating from beautiful Fairfield, CA. Our Founder was an early adopter of the fee-only model and the CFP credentials. He’s built our firm with one driving passion; to help people. We are loyal to the fiduciary duty we have to our clients and build deep relationships with them so we can help navigate their best life in all areas they determine are important. We believe in deep financial planning work and taking the care to get the details right the first time. Our team currently consists of four advisors and two support staff. Our team-based approach is what makes us special, ensuring a much better experience both for team members and clients. We believe that if we always put the interests of the clients and the team ahead of our own, everything will work out for the best in the long run. We support each other to get the job done for our clients. We honor each person’s place in the process, but we never hesitate to jump in and help each other as needed. Our team is always kind and respectful to each other, and we expect the same from our clients and partners. We encourage and support our team to continue learning and growing, monitor for job satisfaction, and align individual strengths and interests to each role in every way that we can. And we also like to have fun!
As an Administrative Assistant with our firm, you will work within the operations team the majority of the time while also supporting administrative tasks that are essential to keeping the office running smoothly. Ideally, you know the differences between accounts such as trusts, IRA vs ROTH, and qualified vs nonqualified, and you also know the steps that are needed to process them appropriately. In addition to having working knowledge of industry software, systems, and processes, you are exceptionally organized, have amazing attention to detail, and are committed to delivering a confidential, smooth, and confidence-inspiring experience for our clients with every interaction. Whether it’s answering the phones, completing paperwork, handling service requests, or ordering office supplies, you tackle it with a service heart and an accuracy and efficiency that can’t be beaten. You are a solutions-oriented professional who embraces technology, looking for ways to add efficiency. You are proactive, have impeccable follow-through, and take immense pride in your work and your reliability. You love to learn and are always finding ways to improve and expand your impact.
Duties & Responsibilities:
Spend approximately 80% of your time working with the firm’s operations team and 20% handling essential administrative tasksCommunicate, process, and follow up with clients on various client service items, including general questions, applications, withdrawal requests, beneficiary changes, etc. following all to completionCoordinate with advisors and clients to complete and process new account paperwork, transfers, and contributions and to keep client accounts in good standingInterface with custodians to complete new account applications and various account maintenance items, process cash and securities transactions, follow up as neededAssume cashiering function with Charles Schwab, ensuring accurate and efficient financial transaction processingUpdate and maintain client status and information within CRM (Wealthbox) and all internal systems and reportsFollow, manage, and monitor task list, effectively prioritizing time-sensitive requests or issuesDownload, upload, and manage documentation within secure portals, ensuring accurate filing and record-keeping; generate reports for advisors as requestedSchedule client meetings, maintain calendar, and coordinate scheduling internally and externally; monitor client meeting frequencyScan, copy, and distribute materials to clients, external professional contacts, and internal staff via email or mailAnswer and transfer phone calls, greet clients and guests, manage office supplies, distribute mail, and maintain a professional and welcoming office environmentCollaborate in a team environment to deliver a seamless and integrated client experienceQualifications:
1+ years’ experience in the financial services industry with a concentration in securities and investment operations highly preferred; may consider alternative experience that aligns with characteristics/traitsBachelor’s degree preferred; may consider associates degree or equivalent experienceFamiliarity with Black Diamond, Wealthbox, eMoney and Schwab preferredAdvanced Microsoft Office skillsAble to self-manage, prioritize and manage time effectively, while following established processes and proceduresA curious nature and a commitment to continuous professional learning and developmentExcellent communication (written and verbal), relationship building, and organizational skillsEffectively prioritize workloads and complete tasks within well-defined guidelines and time constraintsOrganizational skills and attention to detail are critical given the nature of paperwork, processes, and work, upon which both clients and the advisory depend Read LessWe are an independent wealth management firm that has been deeply rooted in the Oklahoma City community for more than 35 years. Our firm is built on lasting relationships and personalized financial planning that is tailored to each client’s unique journey. We have a diverse client set that includes high earning professionals, entrepreneurs with fast growing businesses, those approaching retirement, and mass affluent individuals and their families. No matter their stage or situation, we take pride in helping them navigate life’s financial complexities with clarity and confidence. We are a small, dedicated, and highly collaborative team, united by a shared commitment to exceptional client service. Every team member goes above and beyond to deliver an outstanding experience. It’s what our clients come for and why they stay!
Our experienced advisory team is seeking a strong, service minded Administrative Assistant to work within our client service and operations team. This position plays a vital role in supporting both the advisory team and the firm’s clients, including facilitating and maintaining ongoing client support, answering general inquiries, handling various client matters, researching and resolving client service issues, preparing required documents, and performing administrative tasks. In addition to having some working knowledge of industry software, systems, and processes, you are exceptionally organized, have amazing attention to detail, and are committed to delivering a smooth and confidence-inspiring experience for our clients with every interaction. Your primary goal is to ensure that the client feels like the most important person in the world. You are a critical thinker and anticipate subsequent events, with an unwavering ability to figure things out, even with little to no direction. You are a solutions-oriented professional who embraces technology. You love to learn and are always finding ways to improve and expand your impact. You offer proactive service and thrive in doing the little things to make those around you have the best experience possible.
General Responsibilities:
Greet and welcome clients in a friendly and professional manner in person and over the phoneAnswer, screen, and route phone calls, assisting clients directly or taking messages as appropriatePrepare and ensure new account paperwork is successfully submitted, which includes preparing forms, obtaining appropriate signatures, preparing documentation to upload, and coordinating rolloversHandle routine matters for client accounts, including processing name and address changes, beneficiary changes, bank authorizations, and answering client questions; provide tax reporting documents to clientsTrack outstanding client service items; proactively address outstanding issues and provide updatesCorrespond with clients to resolve client service challenges as they ariseCreate and maintain accurate client records in the CRM system (Redtail), ensuring all confidential and required information is securely storedAssist in preparation for client meetings and calls; send out agendas and prepare materials, including client illustrations, graphs, charts, reports, etc.Support the advisory team with processes related to prospective clientsSchedule meetings and manage calendars for the advisory teamPerform various miscellaneous administrative, client service, and general office management tasks as assignedQualifications:
Bachelor’s degree highly preferred, or equivalent work experience1-3 years of progressive experience in wealth management highly preferred; candidates with experience in similar financial services environments, such as accounting, banking, investment operations, insurance, or mortgage industry roles with a focus on processing are also encouraged to applyKnowledge of industry-specific software preferred; familiarity with Redtail, OneView, RightCapital, GReminders, and Microsoft Office is a plusExcellent follow-through and communication regarding status of open itemsStrong time management skills; ability to prioritize and coordinate multiple work assignments and deadlines efficiently despite frequent interruptionsExcellent interpersonal and communication skills; ability to communicate in a pleasant, tactful and effective manner (both orally and in writing), and to handle difficult, sensitive issuesWhile not required, candidates with Series 7 and Series 66 licenses will get priority viewingCompensation & Benefits:
Competitive base compensation of $55K-$75K, depending on experienceBonus potential based on individual and firm performanceRetirement plan100% employer-paid medical insurance for employeeDental and vision insuranceGenerous paid time off (3.5 weeks to start)Paid holidaysOpportunities for career growth in client service and operation focused positions Read LessWe are a client-focused, boutique financial advisory firm located in Annapolis. Since our founding in 2009, we’ve been dedicated to helping individuals and families build, manage, and preserve their wealth. Our team provides personalized financial planning, investment management, and retirement strategies tailored to each client’s unique needs. We’re passionate about building lasting relationships and helping clients feel confident in their financial decisions. By simplifying the complex and focusing on what truly matters, we guide clients through every stage of their financial journey. As we continue to grow, we’re seeking an organized, proactive, and highly professional Administrative Assistant to support two of our lead financial advisors. This is an exciting opportunity to make a meaningful impact on the continued growth and success of our firm. Our team truly enjoys working together and takes pride in supporting one another to create an exceptional experience for both our clients and one another.
As the main point of communication between our lead financial advisors and clients, your warmth, positivity, and genuine care will help set the tone for their entire experience. You will represent the firm with professionalism in every interaction and appropriately handle client requests, knowing when to bring matters to the advisors’ attention. Ensuring the efficiency and effectiveness of our daily operations, you will work closely with both advisors to provide administrative support, coordinate client communications, manage scheduling, and assist with documentation and follow-up tasks. This position requires discretion, strong attention to detail, and the ability to manage multiple priorities with minimal supervision. You are someone who can confidently manage multiple calendars, navigate and anticipate changes, and coordinate across people and time zones, all while keeping communication clear and details organized. We are looking for someone who enjoys supporting others and brings kindness and thoughtfulness to their work. We are a growing firm, and this position offers the opportunity to evolve into different career paths over time. However, we are equally open to someone who finds fulfillment in this type of position and would like to remain in it long term.
Responsibilities & Activities
Greet clients and prospective clients in a friendly and sincere manner, making them feel comfortable when they visit the officeProvide high-level administrative support to the lead financial advisors and licensed team membersManage and maintain complex calendars, scheduling client meetings and internal appointmentsDraft, proofread, and format professional emails and communicationsMaintain accurate client information in CRM, updating changes and documenting all activitiesAssist with onboarding new clients, including gathering and organizing necessary documentationFacilitate client instructions, including forms and follow upFollow up on action items from meetings with clients and vendorsCoordinate travel arrangements and event planning, as neededPerform general office duties including filing, scanning, and managing electronic recordsKnowledge, Skills, & Abilities
High School Diploma or GED required; Bachelor’s degree in business administration, finance, or a related field preferred1-3 years of proven experience in a professional setting as a receptionist, executive assistant, or administrative assistant strongly preferredExcellent organizational and time management skills and strong documentation habitsExceptional written and verbal communication skillsHighly attuned to client preferences and able to recall personal details that enhance the client relationshipStrong technology skills and proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required; CRM (Redtail) software experience preferredExperience with financial planning software (e.g., eMoney, MoneyGuidePro) is a plusHigh level of professionalism and confidentiality, with a strong attention to detailHighly organized and adaptable, with the ability to multitask and shift between responsibilities throughout the daySuperior phone skills; friendly and helpful in all interactions on the phoneAbility to prioritize and solve problems while maintaining composure and focusAttendance is an essential functionWhat We Offer
Competitive base compensation of $60K-$75K, depending on experienceBonus potential based on individual and firm performance401(k) with company match, and annual profit sharingPaid time off and holidaysA collaborative and professional work environmentOpportunities for growth and continued learning in the financial services industry Read Less