Administrative Office Assistant and Scheduler

Kestra • Grand Rapids, MI

13d • Onsite

About The Position

Rinvelt & David is seeking a proactive and detail-oriented Administrative Office Assistant & Scheduler to join our team. The ideal candidate will demonstrate strong personal initiative, the ability to manage multiple responsibilities, and work effectively with a variety of personalities. This position is responsible for supporting the daily operations of the front desk, supporting our office, and ensuring an exceptional client experience. The Administrative Office Assistant & Scheduler will collaborate closely with the Office Manager and provide administrative and scheduling support across the firm.

Requirements

• High school diploma or GED required.
• A minimum of 2 years of experience in office administration is required.
• High level of professionalism and discretion in handling confidential information.
• Professional attire and demeanor.
• Strong time management and organizational skills, with the ability to manage multiple tasks independently.
• Excellent verbal and written communication skills.
• Exceptional attention to detail and organizational ability.
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Ability to multitask and work effectively in a fast-paced environment.
• Comfort working with numbers and financial calculations.

Nice To Haves

• Experience in the financial services industry is preferred but not required.
• Experience with financial planning and reporting software is preferred.
• Experience with CRM systems is preferred.

Responsibilities

• Answer incoming calls, transfer to the appropriate team members, and take accurate messages.
• Distribute incoming mail or route it to the Office Manager for review.
• Assist with regular weekly mailings and special project mailings.
• Greet clients upon arrival and ensure they are offered refreshments.
• Prepare conference rooms prior to client appointments.
• Copy and organize client documents (e.g., identification, paperwork) as needed.
• Coordinate client lunch orders, including ordering, delivery or pickup, setup, and cleanup.
• Proactively schedule appointments for Advisors and maintain related reports.
• Make appointment reminder calls and send weekly emails to clients as needed.
• Generate and analyze appointment scheduling reports under Advisor direction.
• Create monthly birthday and wedding anniversary reports.
• Update and maintain the front lobby display in coordination with the Office Manager.
• Maintain the annual office event calendar and event spreadsheets with attendee data.
• Enter new client information into the CRM and assist with ongoing database maintenance.
• Manage client address changes in the CRM.
• File client documents both physically and electronically.
• Create new account folders with appropriate labels and coding.
• Collect and organize review meeting materials for Advisors.
• Provide clients with custodial tax forms upon request.
• Support annual estate document reviews by preparing required updates.
• Assist in annual review of RMD spreadsheets.
• Maintain client service logs and assist with shipping documents and data to clients and custodians.
• Provide administrative support, including scanning, faxing, laminating, filing, and supply stocking.
• Maintain and update the office CRM database.
• Manage ongoing physical file maintenance, including scanning and secure destruction of closed files.
• Review and organize electronic files for clients and prospects.
• Monitor office supplies and notify management of needs.
• Provide assistance as needed.
• Maintain a clean and organized kitchen and common areas.

Benefits

• Competitive pay and benefits with a large employer (over 1600 employees nationwide)
• 401(k), health insurance, and a competitive benefits package
• Work in a supportive, collaborative environment committed to professional excellence
• Help clients navigate meaningful financial decisions with confidence
• Opportunities for training, development, and long-term growth within the firm
• Tuition reimbursement for qualified expenses

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED