Administrative Assistant

Job Description

Job Description

Are you the kind of person who thrives on keeping everything organized and takes pride in creating a seamless client experience? We are seeking an Administrative Assistant to support a successful Wealth Manager in our NE Portland office. This role is ideal for someone with experience in professional services who enjoys managing details, scheduling appointments and coordinating calendars, and serving as a trusted partner behind the scenes. If you're highly organized, proactive, and enjoy being the person who keeps everything running smoothly, we'd love to hear from you.

This part-time, hybrid opportunity offers the chance to play a meaningful role in a growing wealth management practice while maintaining work-life balance. The schedule will be Monday through Thursday from 9:00 a.m. to 2:00 p.m., working in office 2 days per week.

Responsibilities include:

• Manage incoming email communications and respond to inquiries in a professional and timely manner
• Coordinate calendars, schedule appointments, and create calendar invitations
• Maintain accurate client and prospect information within the firm's CRM system
• Review reports, correspondence, and other materials for accuracy, completeness, and quality
• Assist with meeting preparation, including gathering materials and coordinating logistics
• Arrange business travel, including flights, hotels, transportation, and itineraries
• Provide administrative support to ensure an exceptional client experience and efficient day-to-day operations

• 3+ years of administrative support experience in a professional services environment; financial services experience preferred
• Exceptional organizational skills and strong attention to detail
• Excellent client service, interpersonal, and communication skills
• A high school diploma or equivalent
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and the ability to quickly learn new technology and software applications
• The ability to work independently while also collaborating effectively with team members
• Strong time management skills with the ability to prioritize multiple responsibilities in a fast-paced environment
• A high degree of professionalism, discretion, and ability to maintain confidentiality

In terms of pay expectations, we assess each candidate individually based on their experience and qualifications and offer competitive compensation that reflects the value they bring to the team. Base pay typically starts between $25 and $30 per hour, plus an annual bonus and a generous benefits package.

As a Washington’s Best Workplaces awardee, we pride ourselves on our collaborative and supportive culture. We’ve created a full benefits package that focuses on the growth, health, and wellness of our team members:

• Pay: competitive base pay
• 401(k): 100% company match up to 4% of your annual pay
• Stock: Opportunity to purchase equity and become an owner of the firm
• Paid Time Off: Starting at 20 days per year (prorated), then increasing with tenure - plus 10 holidays (prorated) and an extra paid day off each year to do volunteer work
• Career development: 100% training/certification/licensing/dues reimbursement and mentoring program
• Parking: heavily subsidized parking (you pay $36 per month) or transit pass
• Wellness reimbursement

Coldstream is an employee-owned, independently operated wealth management firm that’s been earning the trust of affluent families and businesses since 1996. We offer a comprehensive, holistic approach to planning and focus on providing unparalleled advice and exceptional service. We welcome new colleagues who believe in our same approach, value open communication, and believe in trusting, life-long relationships. The firm has offices in Portland, Bend, Mercer Island, Bellevue, Seattle, Kirkland, Boise, and Kenai, Alaska. For more information on Coldstream, please visit .

Coldstream is committed to inclusion and diversity. To us, diversity means employing team members of different races, genders, ages, physical abilities, national origins, religions, sexual orientations, ethnicities, political ideologies, educational and military backgrounds, and more. We welcome, support, and respect all team members, and we value the wide variety of experiences, opinions, and talents that they bring to the company. As we grow, we continue to cultivate an environment in which all team members’ perspectives and contributions are treated with respect, and every individual feels confident that they belong and are empowered to be their best.