Schedule:
- 20 hours per week
- Monday to Saturday, flexible between 8:30am to 1pm and 4pm to 7pm Portland OR
Client Timezone: US Pacific Time Zone (Portland, Oregon)
Client Overview
Join a thriving financial planning and wealth advisory firm that’s making a significant impact in the lives of its clients. This growing business is dedicated to providing personalized financial guidance and strategic wealth management solutions. As they expand their reach and deepen their client relationships, they’re seeking a detail-oriented and proactive individual to support their operations and contribute to their continued success.
Job Description
Step into an exciting role at the heart of a dynamic financial planning practice. As a Personal Assistant / Admin Assistant, you’ll be the linchpin that keeps our client-focused operations running smoothly. This position offers a unique opportunity to gain invaluable insights into the world of financial planning while utilizing your exceptional organizational and communication skills. You’ll play a crucial role in managing client relationships, coordinating important meetings, and ensuring that all administrative aspects of our practice are handled with precision and care. If you’re looking for a role where you can make a real difference, grow professionally, and be part of a team dedicated to helping clients achieve their financial goals, this is the perfect opportunity for you.
Responsibilities
- Expertly manage our client meeting schedule using state-of-the-art CRM software, ensuring our advisor’s time is optimized for maximum client impact
- Conduct professional follow-up calls with clients for critical financial milestones, including end-of-year planning, mid-year reviews, and strategic sessions
- Craft and send timely, informative emails to clients regarding their financial plans and important market updates
- Skillfully manage and optimize the advisor’s calendar to enhance productivity and client service
- Handle a variety of administrative tasks related to financial planning and wealth management with attention to detail and confidentiality
- Assist in preparing comprehensive materials for client meetings and reviews, ensuring our advisor is always well-prepared
- Maintain meticulous and up-to-date client records in our CRM system, contributing to our high standards of client service
Requirements
- Proficiency in CRM software, particularly Salesforce and Redtail, or a demonstrated ability to quickly learn new systems
- Exceptional verbal and written communication skills, with the ability to interact professionally with high-net-worth clients
- Strong organizational skills and the ability to manage time effectively in a fast-paced environment
- Meticulous attention to detail, especially when handling sensitive financial information
- Basic understanding of financial planning concepts or a keen interest in learning about the financial services industry
- Ability to work independently, take initiative, and prioritize tasks effectively
- Utmost discretion and commitment to maintaining client confidentiality
- Enthusiasm for potential long-term growth within the company as the business expands
- Comfort with remote work, coupled with excellent self-motivation and virtual communication skills