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

Administrative and Operational Assistant

Job Description