Financial Planning Administrative Assistant at Sage Wealth Partners LLC in Phoenix, Arizona

Job Description:

Job Description:

We are seeking a highly organized and personable **Financial Planning Administrative Assistant** to support our financial planning team. The ideal candidate will be an essential part of the day-to-day operations, ensuring smooth administrative processes and providing excellent client service. This role is perfect for someone with exceptional attention to detail, strong communication skills, and a desire to help people navigate their financial goals.

As an administrative assistant in a fast-paced financial planning environment, your primary responsibilities will include handling confidential information and assisting with the preparation of financial documents. The successful candidate will be a proactive problem-solver, efficient in task management, and skilled at interacting with clients and colleagues in a professional, friendly, and responsive manner.

Key Responsibilities:

- **Client Support & Communication**: 

  - Act as a first point of contact for clients, providing prompt, professional, and friendly assistance via phone, email, or in person.

  - Schedule meetings, coordinate appointments, and ensure clients have the necessary materials before and after meetings.

  - Maintain a positive, welcoming experience for clients and visitors, ensuring a high level of service.

 

- **Administrative & Organizational Tasks**: 

  - Maintain and update client records in the CRM system, ensuring accuracy and confidentiality of all information.

  - Prepare and organize financial planning documents, reports, and presentations for meetings and client appointments.

  - Handle incoming mail and correspondence, prioritizing and responding as needed.

  - Assist in the preparation and tracking of client action items, follow-ups, and deadlines.

  - Maintain and update team calendars, ensure scheduling conflicts are avoided, and prepare meeting agendas.

 

- **Attention to Detail & Accuracy**: 

  - Review and proofread financial documents, statements, and communications for accuracy.

  - Ensure that client information and financial data are entered and stored correctly.

  - Assist in ensuring all compliance-related paperwork is completed in a timely and thorough manner.

 

- **Team Collaboration**: 

  - Provide administrative support to the financial planners, ensuring all tasks are completed on time.

  - Help manage project timelines and work effectively with other team members to ensure client needs are met.

 

- **Client Onboarding & Account Setup**: 

  - Assist with the onboarding of new clients, including organizing initial paperwork and ensuring smooth transitions.

  - Coordinate with other departments (e.g., operations, compliance) to facilitate client account setup and maintenance.

 

 Qualifications:

- **Education**: 

  - High school diploma required; Associate's degree or higher in Business Administration, Finance, or a related field is preferred.

 

- **Experience**: 

  - 1-2 years of administrative experience, including the use of MS Office, preferably in a financial services or similar professional services environment.

  - Experience working with financial documents or in a client-facing role is a plus.

**CLICK TO SUBMIT RESUME AND COVER LETTER**

 

- **Skills**: 

  - **Organization**: Ability to manage multiple tasks, prioritize effectively, and maintain a high level of organization in a fast-paced environment.

  - **Communication**: Excellent written and verbal communication skills; comfortable interacting with clients, vendors, and colleagues.

  - **Attention to Detail**: Strong focus on accuracy and thoroughness, especially when handling financial documents and client information.

  - **Personable**: Friendly, professional demeanor with the ability to build rapport with clients and team members.

  - **Tech-Savvy**: Knowledge and proficiency Microsoft Office Suite (Word, Excel, Outlook) and Adobe Reader.  Experience with CRM software or financial planning tools is a plus.

  - **Confidentiality**: Able to maintain strict confidentiality and exercise discretion when handling sensitive client information.

 

- **Personal Traits**: 

  - Self-motivated and able to work independently as well as part of a team.

  - Positive, service-oriented attitude with a strong work ethic.

  - Ability to adapt to changing priorities and work effectively under pressure.

 

Benefits:

- Flexible work schedule

- Remote work - Work from home most of the time---

 

How to Apply:

Please submit your resume and a brief cover letter explaining why you're a great fit for the Financial Planning Administrative Assistant role to

**CLICK TO SUBMIT RESUME AND COVER LETTER**

 

We are an equal opportunity employer and encourage candidates from all backgrounds to apply. If you're looking for an exciting opportunity to be part of a dynamic financial planning team, we'd love to hear from you!

Salary: $20/hour

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