Administrative Assistant

Position Overview

Are you supportive, optimistic, quick-paced and detail-oriented? If so, this position is for you! Oracle Financial Solutions is a comprehensive financial planning and wealth management firm dedicated to helping clients live confident, well-planned financial lives. The Client Service Administrator plays a key role in ensuring smooth office operations, delivering a polished first impression, and providing dependable administrative support to the advisory team.

Key Responsibilities

Client Experience & Front Office Support

• Greet clients and visitors with professionalism and warmth.
• Answer and route phone calls; manage voicemail.
• Prepare and maintain meeting spaces to support an elevated in-office experience.
• Coordinate appointments and maintain advisor calendars.

Administrative & Operational Support

• Perform administrative tasks including electronic filing, scanning, organizing documents, and sorting mail.
• Maintain office supplies, refreshments, and general housekeeping.
• Assist with special projects such as mailings, holiday cards, event preparation, and seasonal décor.
• Update CRM records and ensure data accuracy.
• Support client onboarding workflows and document preparation.

Compliance & Professional Standards

• Handle confidential information with a high level of discretion.

Core Competencies

• Strong attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Positive, client-service mindset.
• Highly dependable with strong time-management skills.
• Tech-savvy and comfortable learning new systems.
• Team-oriented with a flexible, can-do attitude.

Qualifications

Required:

• High school diploma or equivalent.
• Administrative or client service experience.
• Proficiency in Microsoft Office.

Preferred:

• Experience in financial services or similar professional settings.
• Prior CRM experience.