Administrative Associate

Job Description

Job Description

At Essential Planning, we believe great client experiences start with great team members. While we have met some strong candidates, we are committed to finding someone who shares our values, embraces continuous improvement, and is excited to make a meaningful impact on our clients and our firm.

Essential Planning, LLC is a values-driven Registered Investment Adviser (RIA) where relationships matter - with our clients and with each other. Because we are a smaller, collaborative firm, this role offers meaningful visibility, hands-on learning, and the opportunity to grow alongside a team that cares deeply about excellence, service, and doing the right thing.

This is a dynamic and multi-faceted role, integral to ensuring the smooth operation of our financial advisory firm while also delivering exceptional experiences for our clients. As the first and last point of contact in the office, you will be the face of our firm - welcoming clients with professionalism, warmth, and a can-do attitude.

What you will find here

• A team that takes the time to teach, coach, and mentor.
• Opportunities to learn about the financial advisory business from the inside out.
• Meaningful work that supports clients, advisors, and the long-term success of the firm.
• A culture that values accountability, communication, attention to detail, and continuous improvement.
• A role where your work is noticed, appreciated, and connected to the overall client experience.

 

Key Responsibilities

As an Administrative Associate, you will be responsible for a wide range of administrative functions that support the firm's day-to-day operations and uphold the client experience. These responsibilities include, but are not limited to:

Calendar & Communication Management

• Coordinate and manage the schedules of the firm's Founders/Visionaries.
• Schedule client appointments and maintain the firm's overall calendar.
• Draft, review, and send communications on behalf of the firm's Founders/Visionaries.
• Monitor and prioritize email correspondence, responding as appropriate.
• Answer and direct incoming calls with professionalism and efficiency.
• Organize and prepare materials for meetings, ensuring all logistics are handled.
• Assist with post-meeting follow-up communications to ensure client needs and arrangements are met.

Travel Coordination

• Arrange domestic travel for the firm's Founders/Visionaries, including flights, car rentals, and accommodations.

Client & Office Support

• Greet clients and visitors, providing a polished and welcoming first impression.
• Execute administrative workflows with accuracy and efficiency.
• Perform general clerical duties: data entry, mailing, scanning, and filing.
• Maintain required compliance documentation and office organization.
• Coordinate with external vendors and service providers.
• Ensure office supplies are stocked, and facilities are well maintained at all times.

Special Projects & Additional Support

• Collect and analyze information or data requested by leadership.
• Support process improvements and special projects that help the team serve clients more effectively.
• Perform other duties as assigned.

Qualifications & Skills

Education

• High School Diploma or equivalent (Required)
• College degree (Preferred)

Technical Skills

• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Experience with CRM or database software (Preferred)
• Comfortable working with office equipment and digital tools

Core Competencies

• Strong alignment with the firm's mission, vision, and core values.
• Exceptional written and verbal communication skills.
• Detail-oriented with excellent organizational and time management abilities.
• Ability to prioritize tasks and manage multiple projects in a fast-paced environment.
• ·Professional appearance and demeanor.
• Collaborative mindset and ability to work effectively within a team.
• Self-starter with a team-focused mindset.
• Strong problem-solving skills and adaptability.
• Commitment to providing extraordinary client service.
• Willingness to learn, accept feedback, and grow within the role.

Why Join Essential Planning, LLC?

At Essential Planning, we believe in doing meaningful work - supporting our clients, supporting each other, and continuously improving how we serve.

Because we are a smaller, values-driven RIA, the right person will have the opportunity to be more than an administrative support contact. You will become a trusted part of the client's experience, learn directly from experienced professionals, and contribute to a firm that values growth, high standards, and thoughtful service.

Our benefits and culture include:

• Competitive salary
• Life and long-term disability insurance
• Pension plan
• 401(k) with company contributions
• Paid time off (PTO), personal time, and holidays
• Periodic work-from-home flexibility
• Tuition assistance after 12 months
• A collaborative, supportive, values-driven team
• Ongoing professional development and CE opportunities
• Coaching and mentoring
• Comfortable, professional office environment
• Team building/retreat days

Interview Process & Timeline

• Phone screenings will take place on Friday, September 4th.
• Selected candidates will be invited to an in-person interview on Friday, September 11th . The interview may include doing job-related tasks. Please plan for approximately 90 minutes.
• The position is expected to start on Monday, September 28th .

 

Please confirm your general availability for phone and in-person interviews when applying.

Join the Right Team - If We Are the Right Fit for You

We are looking for a teammate who wants more than just a job. If you value meaningful work, professional growth, exceptional client service, and being part of a supportive, collaborative team, we would love to hear from you.

Apply today and join a team where your work truly matters - and your growth is a priority.

\nCompany Description

Essential Planning, LLC is a values-driven Registered Investment Adviser (RIA) that believes relationships matter, with our clients and with each other. As a collaborative and growing firm, we offer meaningful opportunities to learn, contribute, and grow while working alongside a team committed to excellence, service, integrity, and doing the right thing.

Company Description

Essential Planning, LLC is a values-driven Registered Investment Adviser (RIA) that believes relationships matter, with our clients and with each other. As a collaborative and growing firm, we offer meaningful opportunities to learn, contribute, and grow while working alongside a team committed to excellence, service, integrity, and doing the right thing.