Administrative Assistant to Financial Planner

We are seeking a highly organized, detail-oriented, and proactive Administrative Assistant to support a busy financial planner. The ideal candidate will have strong communication skills, a solid understanding of office management tasks, and the ability to manage multiple tasks in a fast-paced, client-focused environment. You will play a key role in ensuring smooth operations and enhancing the efficiency of financial planning and investment services provided to clients. Excellent opportunity to become part of the succession plan if security licenses are obtained.

Key Responsibilities:

Client Support & Communication:

Act as the first point of contact for clients, responding to phone calls, emails, and in-person inquiries. Schedule client meetings, ensure all necessary paperwork and documentation are ready for meetings, and follow up as needed. Assist in managing client relationships by providing excellent customer service, addressing client questions, and ensuring their needs are met promptly.

Administrative Tasks:

Maintain and organize the financial planner's calendar, including scheduling appointments, meetings, and follow-ups. Prepare and process financial documents (e.g., account transaction forms, investment reports, tax documents, financial statements) and ensure they are accurate and up-to-date. Handle data entry and file management, ensuring that all client information is securely stored and easily accessible. Assist in managing office supplies, ensuring that all necessary materials are available and organized.

Client Records & Documentation:

Assist in the preparation of client onboarding materials and portfolio updates. Ensure all client files and records are complete using the CRM system. Help with client account maintenance, ensuring documents and forms are correctly processed and filed.

Coordination & Organization:

Coordinate the collection of information from clients when necessary. Support the financial planner in preparing for client presentations or meetings.

Technology & Software:

Utilize financial software, CRM tools, and other systems to track client data, appointments, and financial documents. Must have proficient computer software skills and be comfortable learning a new system.

General Office Support:

Maintain a professional and welcoming office environment. Handle incoming and outgoing mail, deliveries, and packages.

Qualifications & Skills:

Education/Experience:

Associate's or Bachelor's degree in business administration, finance, or related field preferred. Individuals with security licenses or interest in becoming licensed will be given priority though this is not a requirement.

Job Type:

Full-time Pay:

$52,000.00 - $65,000.00 per year

Benefits:

Paid time off Retirement plan Ability to

Commute:

Dana Point, CA 92629 (Required) Ability to

Relocate:

Dana Point, CA 92629: Relocate before starting work (Preferred)

Work Location:

In person