Position Overview 

We are seeking a highly organized, proactive, and detail-oriented professional to serve as the operational backbone of our growing financial planning firm. This individual plays a critical role in creating a smooth, welcoming experience for both clients and team members, while also supporting marketing initiatives that help us educate and serve more families.

This role ensures nothing falls through the cracks, from client communication and meeting preparation to coordinating marketing projects and events. The ideal candidate naturally anticipates needs, takes initiative, and enjoys helping a growing business stay organized and visible in the community.

This is not simply an administrative role, this is a key position responsible for supporting both client experience and firm growth.

Key Responsibilities

Client Experience & Communication

• Serve as a friendly and professional first point of contact for clients

• Manage incoming calls, emails, and service requests with warmth and responsiveness

• Coordinate scheduling and meeting logistics

• Prepare meeting materials and ensure advisors are fully prepared

• Follow up on action items to ensure nothing is missed

• Assist with onboarding new clients and maintaining accurate records

• Help maintain consistent communication standards across the firm

Marketing & Growth Support

• Assist with implementation of marketing campaigns and content

• Format and schedule newsletters, emails, and social media posts

• Help coordinate workshops, client events, and community involvement opportunities

• Maintain marketing calendar and deadlines

• Assist with updating website content and marketing materials

• Track RSVP lists and event follow-up communication

• Help organize client appreciation initiatives and referral programs

• Support creation of presentations, handouts, and educational materials

• Assist with basic design edits in Canva or similar tools

• Help maintain consistency of brand voice and messaging

Team & Advisor Support

• Help keep the team organized, prepared, and on schedule

• Assist with internal meeting preparation and follow-up

• Support project coordination and firm initiatives

• Help maintain a positive and professional office environment

• Anticipate needs and proactively solve problems

Event Coordination

• Coordinate logistics for client events, workshops, and seminars

• Manage invitations, reminders, and follow-ups

• Prepare materials and supplies for events

• Assist with post-event communication and next steps

Ideal Candidate Traits

We are looking for someone who:

• Naturally takes ownership and follows through

• Enjoys helping others stay organized

• Notices details others miss

• Communicates clearly and professionally

• Is proactive rather than reactive

• Is comfortable balancing multiple responsibilities

• Enjoys being part of a growing business

• Takes pride in high-quality work

• Maintains confidentiality and professionalism

• Is comfortable learning new technology tools

Preferred Experience

• Administrative or executive assistant experience

• Marketing coordination or social media support experience

• Experience in financial services, professional services, or healthcare is a plus

• Experience using Canva, email marketing tools, or social media platforms

• Strong organizational and communication skills

• Ability to manage multiple priorities simultaneously

Technology Used

• CRM software (Salesforce)

• Microsoft Outlook

• Scheduling software (Calendly)

• Canva or similar design tools

• Email marketing platforms (Mailchimp)

• Social media platforms

• Microsoft Office / Google Workspace

• AI tools for drafting and organization

Success in This Role Looks Like

• Advisors are fully prepared for meetings

• Clients feel well cared for and supported

• Marketing initiatives are completed consistently and on time

• Events run smoothly and professionally

• Communication is timely and organized

• The firm maintains a professional and consistent presence