Administrative Assistant for a Financial Planning Firm in the US (Home Based Part Time)

Virtual Coworker•Scottsdale, AZ

2d•Remote

About The Position

This is a part-time, home-based Administrative Assistant role for a financial planning firm in the US. The position involves supporting the lead financial planner with client onboarding tasks for a growing US/Canadian wealth management firm. Key responsibilities include completing and submitting client account applications for both Canadian and US entities, preparing and routing client documents for signature, and maintaining accurate client records in the CRM. The role requires identifying the correct entity for each client and applying the appropriate processes. Additionally, the assistant will organize and file documents in Box.com, follow established checklists and SOPs, handle confidential client information with discretion, utilize AI tools for efficiency, and provide overflow support on marketing tasks.

Requirements

Experience with client onboarding tasks.
Familiarity with client account applications.
Proficiency in preparing and routing documents for signature.
Ability to identify and apply correct processes based on entity (Canadian or US).
Experience maintaining and updating client records in a CRM.
Skills in organizing, filing, and retrieving documents.
Ability to follow step-by-step checklists and SOPs.
Discretion in handling sensitive and confidential client financial information.
Experience using AI tools to support workflows.
Willingness to provide overflow support on marketing tasks.

Responsibilities

Support the lead financial planner with repeatable client onboarding tasks for a growing US/Canadian wealth management firm.
Complete and submit client account applications for both the Canadian and US entities, following each entity’s separate process.
Prepare and route Investment Policy Statements (IPS) and other client documents for signature.
Identify which entity (Canadian or US) each client is working with and apply the correct process accordingly.
Maintain and update client records in the CRM, keeping all information accurate and current.
Organize, file, and retrieve client documents in Box.com.
Follow established step-by-step checklists and SOPs, checking off tasks to ensure nothing is missed.
Handle sensitive and confidential client financial information with discretion.
Use AI tools to support daily workflows and efficiency.
Provide overflow support on marketing tasks as needed.