Administrative and Operational Assistant

Administrative and Operational Assistant (FL or PA) Job Type: Part-time (~10-15 hours per week, with potential to grow) Location: Remote opportunity but must live in FL or PA Reports to: Practice Owner/ Financial Advisor

About the Role

We are a growing financial planning and investment advisory practice seeking a detail-oriented, proactive part-time Administrative and Operational Assistant to become the operational backbone of our team. This is more than a traditional administrative role, it is an opportunity to grow with the practice, take ownership of meaningful projects, and directly support our ability to serve clients at a higher level. The ideal candidate is organized, professional, coachable and eager to learn.

Key Responsibilities

Calendar & Client Coordination

• Manage the advisor's calendar and schedule client meetings
• Send Zoom invitations, reminders, and confirmations
• Handle inbound and outbound client service calls
• Coordinate client follow-up activities and communications

Operations & Paperwork Processing

• Follow up on paperwork and outstanding service requests
• Assist with broker-dealer and operational support team processes
• Process account openings, transfers, distributions, beneficiary changes, and account maintenance requests
• Assist with insurance and annuity business processing

CRM & Meeting Support

• Maintain Wealthbox CRM records, workflows, and data integrity
• Prepare meeting agendas and client review materials

Project & Initiative Ownership (Growth Phase)

• Review and track beneficiary and contingent beneficiary designations across client accounts
• Gather and maintain family and estate planning information
• Track trusted contacts and other important account data
• Organize client service initiatives and review campaigns
• Manage referral source and center-of-influence outreach projects
• Identify opportunities to improve client service and operational efficiency
• Take ownership of projects from start to finish and report results

What We’re Looking For We value the following qualities above all else:

• Strong organizational skills and meticulous attention to detail
• Experience using/working with video conferencing software such as: Zoom, Microsoft Teams/Meetings etc.
• Professional, polished communication (written and verbal)
• Proactive mindset with the ability to anticipate needs and follow through
• Comfortable working independently in a remote environment
• Genuine interest in helping people and improving processes
• Reliability and a high degree of personal accountability
• Financial services experience is a plus, but not required

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