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