Administrative Assistant / Client Service Assistant

Administrative Assistant / Client Service Assistant Rockwell Wealth Advisors Roseville, CA Job Details Full-time $20 - $32 an hour 1 day ago Benefits Flexible spending account Paid time off Employee discount Professional development assistance Flexible schedule Retirement plan Qualifications Microsoft Excel Microsoft Outlook Phone communication Executive administrative support High school diploma or GED Attention to detail CRM system proficiency Office management Client interaction via phone calls Full Job Description Overview We are a growing independent wealth management practice seeking a polished, proactive, and highly organized Full-Time Administrative Assistant to be the backbone of our client-facing office. This is a high-trust role that directly supports one financial advisor and serves as the first point of contact for high-net-worth clients. The ideal candidate thrives in a professional environment, anticipates needs, maintains absolute discretion, and delivers white-glove service at all times. Experience in financial services is preferred but not required - what matters most is exceptional organization, emotional intelligence, impeccable follow-through, and a genuine desire to make clients and advisors feel supported. Key Responsibilities Serve as the welcoming and professional "face" of the practice: greet clients and prospects, manage a multi-line phone system, and ensure the office always presents at the highest standard Own complex calendar management and scheduling for multiple meeting locations (client review meetings, prospect appointments, personal commitments, continuing education, and travel) using Microsoft Outlook, Wealthbox and Zoom. Prepare and assemble client meeting materials (portfolio reviews, financial plans, new-account paperwork, presentation decks) with meticulous attention to detail and branding standards Coordinate all aspects of in-office and virtual client meetings (room setup, catering when needed, Zoom/Teams logistics, confirmation calls/texts) Perform accurate and timely CRM data entry and updates (Wealthbox, or similar) - new clients, meeting notes, tasks, workflows, and compliance documentation Handle new account opening and account maintenance paperwork (LPL Financial), including electronic signatures and follow-up on transfers, cost-basis issues, and required minimum distributions (RMDs) Maintain office operations: order supplies, maintain office equipment, coordinate with building management and IT vendors Draft, proofread, and send client correspondence (birthday/anniversary cards, market commentary emails, thank-you notes) Support advisor with light personal assistant tasks (travel arrangements, continuing education registration, occasional personal errands) Maintain strict confidentiality and compliance with all

HIPPA/SEC/FINRA

regulations regarding client information Requirements 3+ years of administrative experience, ideally in financial services, private banking, legal, accounting, or luxury hospitality/customer service Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and CRM software Demonstrated success managing multiple high-priority calendars in a fast-paced environment Exceptional written and verbal communication skills with a polished, client-ready phone and in-person presence Impeccable attention to detail and commitment to accuracy (especially with financial paperwork and numbers) Ability to prioritize, pivot quickly, and stay calm under pressure Professional appearance and demeanor; understands the importance of first impressions in a wealth management setting Reliable transportation and flexibility to occasionally stay late for client events High school diploma required; college degree or administrative/financial certifications (e.g., paralegal, Series 7/65 a bonus but not required) What We Offer Competitive salary (commensurate with experience) + bonus potential Health reimbursement arrangement, retirement plan with match, paid time off. Professional, supportive team environment with room to grow into a senior client service or operations role The satisfaction of knowing you play a critical role in clients' financial peace of mind If you're energized by keeping everything running smoothly behind the scenes, love delivering five-star client experiences, and want to grow with a successful wealth advisory practice, we'd love to meet you. Please submit your resume and a brief note explaining why this role excites you.

Pay:

$20.00 - $32.00 per hour

Benefits:

Employee discount Flexible schedule Flexible spending account Paid time off Professional development assistance Retirement plan

Work Location:

In person