Administrative Assistant

Job Description

Job Description

Position Overview:

We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support both executive leadership and core brokerage operations.

This role is integral to the success of our firm. You will help manage administrative and operational systems, streamline workflows, and ensure seamless coordination of client communications, scheduling, and regulatory documentation. In addition, you will support brokerage and business development efforts by maintaining prospect pipelines, assisting with outreach initiatives, and contributing to client service excellence.

The ideal candidate thrives in a fast-paced, professional environment, anticipates needs with precision, and takes ownership of creating structure, efficiency, and a high standard of client care. A strong understanding of financial services operations and the ability to operate within a regulated environment are essential.

Key Responsibilities

Executive & Office Management

• Provide direct administrative support to leadership, including calendar management, scheduling, and coordination of meetings
• Serve as the organizational hub of the office, ensuring smooth day-to-day operations
• Maintain and improve administrative systems, workflows, and office procedures
• Handle confidential information with a high level of discretion and professionalism
• Manage office communications, including phone, email, and mail

Client & CRM Management

• Maintain accurate and up-to-date client and prospect records in Redtail CRM
• Assist with client onboarding processes and documentation
• Prepare reports, correspondence, and materials using Microsoft 365 (Word, Excel, Outlook, PowerPoint)
• Ensure documentation is organized and compliant with internal and regulatory standards

Business Development Support

• Assist in maintaining and organizing prospect pipelines
• Conduct light research to support outreach initiatives
• Support follow-up communications and marketing campaigns
• Help coordinate client events, seminars, or outreach efforts

Required Qualifications:

• Proficiency in Microsoft 365 (Outlook, Word, Excel, Teams)
• Strong written and verbal communication skills
• Exceptional organizational skills and attention to detail
• Ability to manage multiple priorities and meet deadlines
• High level of professionalism and discretion with sensitive information
• Self-motivated, reliable, and able to work independently and with a team

Preferred Qualifications:

• Experience with Seminar and Event Planning
• Experience in an administrative, executive assistant, or office management role
• Experience in financial services, insurance, or investment advisory environments
• Familiarity with CRM systems
• Experience supporting client-facing professionals or small business leadership

Schedule & Compensation:

Part Time: 30-40 hours per week

Hourly Rate: $15-$20 hour

Flexible schedule available within standard business hours. Occasional Thursday and Friday evening for events and seminars

To Apply:

We look forward to meeting a candidate who will play a key role in supporting our team and enhancing the experience we provide to our clients.

Benefits:

• Flexible schedule

Work Location: In person

Company Description:

For over 40 years, One Family Financial has been dedicated to supporting Tennessee families in building wealth, preparing for retirement, and creating lasting financial legacies. As a trusted financial planning organization, we pride ourselves on providing personalized and reliable services. Our team is committed to guiding clients through every stage of their financial journey. We are based in Chattanooga, TN, and take pride in fostering a collaborative and client-centric work environment.

Company Description

Company Description:\r\n\r\nFor over 40 years, One Family Financial has been dedicated to supporting Tennessee families in building wealth, preparing for retirement, and creating lasting financial legacies. As a trusted financial planning organization, we pride ourselves on providing personalized and reliable services. Our team is committed to guiding clients through every stage of their financial journey. We are based in Chattanooga, TN, and take pride in fostering a collaborative and client-centric work environment.