Find & Apply For Scheduler / Operations Coordinator Jobs in San Ramon, California

AI centric Financial Planning Operations & Administrative Associate Cambridge Investment Research, Inc. San Ramon, CA Job Details Part-time | Contract $20 - $30 an hour 7 hours ago Benefits Work from home Flexible schedule Qualifications Microsoft Outlook DocuSign Adobe Acrobat ChatGPT Full Job Description Financial Planning Operations & Administrative Associate — AI Focus (Part-Time, Hybrid) 20-30 Hours per Week | $20-$30 per Hour | Flexible Schedule | Growth Opportunity Are you highly organized, comfortable with technology, and great at keeping busy professionals on track? Do you enjoy using AI tools such as ChatGPT or Claude to organize information and improve workflows? We are an independent fiduciary financial planning firm in the San Francisco Bay Area seeking a proactive Financial Planning Operations & Administrative Associate to support daily operations and help expand our use of AI. This role is ideal for someone who enjoys organizing inboxes, calendars, tasks, paperwork, CRM notes, client follow-ups, and internal workflows. You will help the advisor stay focused, prepared, and ahead of deadlines while ensuring important client and business matters receive timely attention. Prior financial planning experience is not required. We can teach the technical side of the business. What matters most is that you are organized, reliable, detail-oriented, comfortable with technology, and consistent with follow-through. Key Responsibilities Help develop and improve workflows using AI tools such as ChatGPT and Claude, with attention to accuracy and client confidentiality. Manage inboxes and maintain an Inbox Zero or near-Inbox Zero system. Coordinate calendars, meetings, reminders, and follow-ups. Organize daily and weekly task lists and track priorities. Prepare, process, and track client paperwork. Follow up on missing signatures, forms, documents, and outstanding requests. Take clear, organized notes from meetings, calls, emails, and advisor instructions. Enter notes, tasks, reminders, and updates into the CRM. Organize digital files, documents, checklists, and internal resources. Use task management tools to keep projects moving and deadlines on track. Help improve standard operating procedures, checklists, and repeatable processes. Tools You May Use Familiarity with some of the following tools is helpful. You do not need experience with every platform, but you should be comfortable learning new systems. ChatGPT, Claude, and similar AI tools Google Calendar Microsoft Outlook and Microsoft 365 Trello, Monday.com, Asana, or similar task management platforms Notion or similar knowledge management tools Wealthbox CRM or similar CRM systems Adobe Acrobat, DocuSign, Excel, and other document tools What We're Looking For You may be a strong fit if you: Enjoy organizing information, tasks, and details. Take initiative and follow through without constant reminders. Are comfortable using AI tools and learning new software. Can turn scattered notes, emails, or instructions into clear tasks and next steps. Enjoy creating structure through checklists, reminders, documentation, and workflows. Communicate clearly and professionally. Handle confidential information with care and discretion. Want to learn how a professional financial planning business operates. This role is best suited for someone who naturally thinks in terms of systems, documentation, task management, and follow-through—and enjoys helping a busy professional stay organized and prepared.

Schedule and Work Location Part-time:

approximately 20-30 hours per week. Flexible schedule, with a preference for daytime availability.

Hybrid:

Mostly work from home with occasional in-person work in Castro Valley and San Ramon, California. The role begins with a 90-day introductory period to assess mutual fit. There is an opportunity to continue part-time over the long term or potentially grow into a full-time role with expanded responsibilities. Compensation and Growth $20-$30 per hour, depending on experience and skill level. Flexible scheduling. Opportunities for growth, increased responsibility, and long-term role expansion. How to Apply Please submit your resume and a brief response of 3-5 sentences to the following question: "Describe your experience managing an inbox, calendar, paperwork, task list, CRM, or workflow system. What tools or methods have you used to organize tasks, take notes, track follow-ups, and make sure nothing falls through the cracks?" We welcome applicants from a variety of professional backgrounds. Strong organization, clear documentation, reliable follow-through, and a willingness to learn are central to success in this role. We are an equal opportunity employer and welcome applicants from all backgrounds and experiences.

Work Location:

Mostly Remote, with occasional in-person work in Castro Valley, CA 94546, and San Ramon, CA.

Pay:

$20.00 - $30.00 per hour Expected hours: 20.0 - 30.0 per week

Work Location:

Hybrid remote in San Ramon, CA 94583