Administrative Assistant

Job Description

Job Description

About the Role The Administrative Assistant plays an important role in delivering an exceptional client experience and supporting the day-to-day operations of our wealth management team. This is a client-facing administrative and operational role that combines relationship-focused service, detailed coordination, and process-driven administrative support.

As one of the first points of contact for clients, prospective clients, and guests, you will help create a welcoming, polished, and professional experience at every interaction. Behind the scenes, you will coordinate appointments, manage scheduling and reminders, support advisors, maintain accurate records, and help ensure our offices operate smoothly and efficiently.

The ideal candidate is organized, proactive, detail-oriented, and comfortable balancing multiple priorities in a dynamic, client-facing environment. They take ownership of their responsibilities, communicate clearly, follow through on commitments, and enjoy helping others.

This position is ideal for someone who takes pride in providing excellent service, keeping operations organized, and contributing to a collaborative team.

Work Schedule and Location This position supports both our Winston-Salem and Greensboro offices on a consistent weekly schedule: Monday, Wednesday, and Friday:

Winston-Salem Tuesday and Thursday:

Greensboro Reliable transportation between office locations is required. Availability for occasional evening client events is also required.

Key Responsibilities Client Experience and Communication Serve as a welcoming first point of contact for clients, prospective clients, and office guests. Answer and triage incoming calls, resolve client needs when possible, and direct inquiries to the appropriate team member. Coordinate with our call service to ensure effective communication and timely follow-up. Communicate professionally and courteously with clients, prospects, advisors, and colleagues. Help maintain a polished, organized, and welcoming office environment. Scheduling and Administrative Support Manage calendars and coordinate internal and external meetings. Schedule, confirm, and reschedule client and prospective client appointments. Execute appointment reminder processes accurately and on time. Provide day-to-day administrative support to advisors and other team members. Maintain accurate records and complete daily updates in the Calls and Tasks Log. Assist with administrative coverage and office needs across both locations. Operations and Process Coordination Follow established workflows, checklists, and procedures to ensure consistency and accuracy. Maintain and update internal process documentation as needed. Identify opportunities to improve administrative processes and the client experience. Attend and participate in internal meetings and team huddles. Assist with seminar preparation, coordination, and execution. Take ownership of assigned tasks and communicate proactively regarding outstanding items or potential issues.

Skills and Attributes Strong organizational and time management skills. Exceptional attention to detail and consistent follow-through. Ability to prioritize competing requests and manage frequent interruptions. Strong written and verbal communication skills. Professional, friendly, and confident phone presence. A proactive, solutions-oriented approach to problem-solving. Comfort working in a structured, process-driven environment. Ability to work independently while collaborating effectively with a team. Professionalism, discretion, and sound judgment when handling client information. Adaptability, emotional resilience, and a positive, service-oriented mindset.

A genuine commitment to creating an excellent client experience.

Qualifications Experience in administrative support, client service, office coordination, reception, or a related role is preferred. Proficiency with Microsoft Office, including Outlook, Word, and Excel, or the ability to learn these tools quickly. Strong organizational skills and the ability to coordinate schedules, track tasks, and manage deadlines. Reliable transportation to travel between Winston-Salem and Greensboro offices. Availability to support occasional evening seminars and client events.

Preferred Experience Experience in financial services, professional services, or another client-facing office environment. Familiarity with CRM systems, appointment scheduling tools, and calendar management. Experience maintaining checklists, workflows, standard operating procedures, or other process documentation. Experience coordinating meetings, managing incoming calls, or supporting multiple team members.

Benefits Medical, dental, and vision insurance 401(k) retirement plan Volunteer Time Off (VTO) Paid Time Off (PTO)

How to Apply Please submit your résumé for consideration. A cover letter is welcome but not required.

We look forward to learning more about you!