Sr. Administrative Assistant

Job Description

Job Description

We are looking for a highly organized Sr. Administrative Assistant to provide day-to-day support within a financial services setting in Costa Mesa, California. This Long-term Contract position is ideal for someone who can manage documentation, maintain accurate records, and keep administrative processes moving efficiently across multiple systems. The role requires strong attention to detail, sound judgment with sensitive information, and the ability to coordinate smoothly with advisors, internal teams, clients, and external partners.

Responsibilities:
• Support financial advisors and related teams by handling daily administrative and operational activities that keep client service functions running effectively.
• Maintain accurate client profiles and account records in Redtail and other financial platforms, ensuring information is current and properly organized.
• Oversee digital document filing by uploading, categorizing, and retaining client and account materials in an orderly and compliant manner.
• Administer electronic signature processes through DocuSign, including preparing documents, tracking completion status, and preserving finalized records.
• Assist with portfolio and investment-related administrative work using Morningstar and similar industry tools.
• Process account and operational tasks within financial services systems such as CRM and payment-related platforms, including Docupay where needed.
• Prepare and review paperwork, perform data entry, and support account maintenance activities with a high degree of accuracy.
• Communicate with advisors, internal departments, clients, and third-party providers to help resolve documentation and workflow needs promptly.
• Safeguard confidential financial and client information by following established handling procedures and workplace standards.• Prior experience in a financial services, wealth management, investment, or brokerage support environment.
• Hands-on administrative experience managing records, documents, and data entry in a fast-paced office setting.
• Working knowledge of Redtail or similar CRM systems used in financial services operations.
• Familiarity with Morningstar or comparable portfolio management and investment support platforms.
• Experience using DocuSign and coordinating electronic document workflows from distribution through completion.
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Strong written and verbal communication skills, with the ability to manage multiple priorities while maintaining accuracy and confidentiality.