Associate Paraplanner/Executive Coordinator

JOB TITLE

Associate Paraplanner/Executive Coordinator

JOB SUMMARY: The Associate Paraplanner/Executive Coordinator at Cornerstone Advisors plays a key role in creating a professional, collaborative, and organized office environment that reflects our commitment to our clients. Serving as main point of contact for our CEO/President, the Associate Paraplanner/Executive Coordinator provides direct executive assistance to the CEO/President and when time prevails supports daily administrative operational functions to the office as needed.

The ideal candidate is highly organized, proactive, and collaborative, with the ability to balance multiple priorities while consistently delivering a positive client and team experience that embodies the Cornerstone Advisors culture.

DUTIES AND RESPONSIBILITIES

Office Operations

· Closely manage the CEO/President's daily calendar, including coordinating client meetings and anticipating necessary preparation required.

· Coordinating internal meetings related to external client meetings.

· Cull and organize CEO/President's email

· Preparation of meetings notes and distribution.

· Delegation of necessary action items related to internal/external meetings.

· Proper project tracking and assistance in workflow.

· Maintaining a weekly agenda that tracks the performance of team members and their anticipated action items weekly.

· Monitor shared inboxes including projects as needed.

· Maintain distribution lists and internal contact directories.

· Paraplanning - Assist in the preparation of financial planning materials using predetermined, compliant templates.

· Gather and organize client data through fact-finding, questionnaires, and document requests.

· Enter client data into CRM (SmartOffice) system with accuracy.

· Prepare basic financial planning reports, including asset summaries and insurance reviews.

· Assist with case design by preparing preliminary plan scenarios

· Support compliance processes by ensuring that client files, disclosures, and documentation meet industry and firm requirements.

· Maintain organized digital planning files and ensure all client information is documented and updated consistently.

Administrative Support

· Assist Controller with billing processes and prepare client billing correspondence.

· Request and obtain financial statements from clients

· Track time entries in Clockify

Technology & Systems

· Maintain and update client and prospect records in the CRM (SmartOffice); serve as internal "SmartOffice Subject Matter Expert."

· Save and organize firm materials, including articles and webinars, for internal and client use.

Executive Support

· Provide administrative support to the CEO/President, including:

o Email management and prioritization

o Calendar and meeting coordination

o Travel arrangements

o Filing and document organization

o Drafting meeting notes and correspondence

· Support other projects as needed as directed by CEO/President

Human Capital & Culture Support

· Order and manage Kolbe and Caliper assessments for clients and internal team use.

· Assist with Human Capital Development projects as needed.

Other Duties

· Support general administrative needs as assigned.

· Perform backup duties for other staff as required.

· Identify opportunities to streamline processes and improve office efficiency.

CORE COMPETENCIES

Organization & Efficiency: Demonstrates exceptional organizational skills, attention to detail, and the ability to manage multiple priorities effectively.

Communication: Communicates clearly and professionally, both verbally and in writing, with colleagues, clients, and external partners.

Technical Proficiency: Skilled in Microsoft Office Suite; experience with SmartOffice CRM, Constant Contact, and general office technology preferred.

Initiative & Accountability: Proactive and self-directed; anticipates needs, takes ownership of tasks, and consistently meets deadlines.

Judgment & Emotional Intelligence: Exercises sound decision-making, professionalism, and discretion; demonstrates empathy and emotional awareness in interactions.

Client Service Orientation: Dedicated to providing a welcoming, responsive, and high-quality client experience.

Collaboration: Works effectively as part of a team and contributes to a positive, cooperative office environment.

Confidentiality & Integrity: Maintains strict confidentiality internally and externally. Upholds the firm's ethical and professional standards.

Adaptability: Remains flexible and composed in a dynamic environment; adjusts to shifting priorities or unexpected challenges with a positive attitude.

Problem Solving: Identifies issues proactively and develops efficient, practical solutions with minimal supervision.

Professional Presence: Represents the firm with poise, polish, and a client-first mindset at all times.

Continuous Improvement: Seeks opportunities to streamline processes, improve systems, and enhance operational efficiency.

Education and Experience

Education: Bachelor's degree required; advanced degree and/or certifications preferred, but not required.

Experience: Proven experience providing operational support to a professional individual or team in a fast-paced office environment.

Industry Knowledge: Background in Estate Planning, Financial Services, Insurance, or related professional services required.

JOB CONDITIONS AND ENVIRONMENT

Work Environment: Office-based in a professional corporate environment. Frequent interaction with clients, visitors, team members, and external vendors.

Schedule: Full-time position, generally standard business hours (e.g., 8:20 a.m. – 5:15 p.m.). Occasional early or late hours may be required for client meetings or special events.

Physical Requirements: Ability to sit for extended periods. Occasional lifting or moving of office supplies.

Technology Use: Regular use of computers, phones, office equipment (copiers, scanners, fax machines, etc.).

Team Interaction: Collaborative work environment requiring strong interpersonal skills, professionalism, and discretion.

Client-Facing Role: Must maintain a polished and professional appearance, demeanor, and communication style as the first point of contact for clients and visitors.