Administrative Assistant

Administrative Assistant (Financial Services)

We are recruiting on behalf of a boutique financial services firm specializing in financial planning and wealth management, located near John Wayne Airport in Santa Ana, CA. This tight-knit team serves business owners, commercial real estate brokers, and independent contractors helping clients plan for retirement, save for education, and reduce their tax burden. This Administrative Assistant role is the heartbeat of a small, professional office. You will be the first point of contact for clients, the backbone of the team's scheduling and communications, and a trusted steward of sensitive financial information. If you thrive in a calm, relationship-driven environment and take pride in doing things right the first time, this role is for you.

Essential Duties and Responsibilities

1. Answer and route incoming phone calls, take detailed messages, and respond to emails and digital inquiries professionally and promptly
2. Greet and assist clients and visitors, ensuring a welcoming and positive experience from first contact
3. Manage executive calendars, schedule client and internal appointments, and coordinate meeting logistics including agendas, reports, and supporting documentation
4. Handle all office correspondence including emails, letters, memos, and certified mail as needed
5. Maintain organized physical and digital filing systems; file and retrieve documents accurately and efficiently
6. Handle sensitive client and financial information with strict discretion, accuracy, and compliance awareness
7. Support colleagues and management with administrative tasks, special projects, and day-to-day office operations as assigned

Qualifications

1. High school diploma or equivalent required
2. Excellent verbal and written communication skills
3. Friendly, professional, and team-oriented demeanor
4. Strong organizational skills with high attention to detail
5. Calm and focused under pressure; able to manage competing priorities
6. Self-motivated and capable of working independently with minimal supervision
7. Proficient in Microsoft Word, Excel, and PowerPoint

Preferred

1. Prior administrative or office support experience
2. Background in insurance, mortgage, or wealth management industries
3. Strong listening and note-taking skills in professional settings

Ideal Candidate Mindset

1. Values collaboration and celebrates shared success over individual recognition
2. Anticipates the needs of the team and acts proactively
3. Takes ownership of mistakes, communicates them promptly, and focuses on solutions
4. Communicates with respect, humility, and clarity
5. Prioritizes doing tasks correctly the first time over quick fixes
6. Treats every client interaction as an opportunity to build trust and warmth
7. Upholds a calm, respectful office culture and understands their impact on everyone they interact with

Benefits

1. Paid time off (accrual based on hours worked)
2. Health insurance (eligibility based on hours worked)