Executive Admin Assistant

Job Description

Job Description

Position Summary: Are you an organized, proactive, and highly detail-oriented individual with a passion for finance and a desire to grow within a dynamic industry? We are seeking an Admin Executive Assistant to provide comprehensive administrative and operational support to our senior Financial Partner.  The ideal candidate will be an integral part of our team, ensuring the smooth and efficient operation of our financial practices and contributing to exceptional client service.

Key Responsibilities:

• Administrative Support:
• • Manage calendars, schedule meetings, and coordinate appointments with clients, prospects, and internal stakeholders.
  • Prepare and edit correspondence, reports, presentations, and other documents with accuracy and professionalism.
  • Make outbound prospecting contacts with current and potential clients
  • Organize and maintain physical and electronic filing systems, ensuring confidentiality and easy retrieval of information.
  • Handle incoming and outgoing communications, including phone calls and emails, filtering and prioritizing as needed and addressing concerns or needs of clients.
  • Coordinate prospecting events and agendas.
  • Ensuring the partner's workspace is organized and efficient.
  • Maintaining of office environment, stocking, cleaning, organization of all common areas.
• Willingness to travel.
• • We have offices in Rocklin and Colfax Ca which is 32 minutes from Rocklin. You would need to be available and willing to work at both locations depending on work load and staffing. Flexibility is very critical as days could be at either location from week to week, but primarily and almost always out of the Rocklin office.
• Financial & Client Support:
• • Assist with client onboarding processes, including preparing new account paperwork and gathering necessary documentation.
  • Support the preparation of client review materials, financial plans, and investment proposals.
  • Assist in maintaining client relationship management (CRM) systems (e.g., Salesforce, Redtail), ensuring data accuracy and completeness.
  • Coordinate client communications, including scheduling follow-up calls, sending out newsletters, and managing birthday/anniversary reminders.
  • Help track and follow up on outstanding client items and administrative tasks.
  • Understand and adhere to compliance regulations and company policies related to client data and financial transactions.
• Operational Support:
• • Assist with special projects and initiatives as assigned by the Financial Partner.
  • Help prepare for internal meetings, including creating agendas and taking minutes.
  • Collaborate with other administrative and operational team members to ensure seamless workflows.
  • Contribute to the overall efficiency and organization of the office.

Qualifications:

• Experience: 2 years or more of administrative support experience, ideally within a professional financial office environment. Experience in financial services is a significant plus.
• Skills:
• • Exceptional organizational skills and meticulous attention to detail.
  • Strong written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) is essential.
  • Familiarity with CRM software (e.g., Salesforce, Redtail) is a plus.
  • Ability to manage multiple priorities, meet deadlines, and work effectively under pressure.
  • High level of professionalism, discretion, and ability to handle confidential information.
  • Proactive and resourceful problem-solver with a strong work ethic.
  • Ability to work independently and as part of a team.
  • A genuine interest in the financial services industry and a desire for continuous learning.

What We Offer:

• Competitive salary including sick and vacation time
• Opportunities for professional development and growth within the financial industry.
• Ability to gain licenses and experience in multiple areas, including bookkeeping, tax prep, payroll, and financial planning.
• Mentorship from experienced financial professionals.
• A supportive and collaborative team environment.
• The chance to make a meaningful contribution to our clients' financial well-being.

We do wealth management, taxes, estate planning, Bookkeeping, and all insurances.

Company Description

We do wealth management, taxes, estate planning, Bookkeeping, and all insurances.