Administrative Assistant

We are a boutique, independent financial services firm supporting more than 750 client households. As a father-and-son team, we have proudly served the Frederick area for over 50 years. We have built our reputation on exceptional, personalized service, and our clients stay with us because of the level of care and expert guidance they receive. We provide tailored, comprehensive solutions designed around each client's unique circumstances and goals, integrating financial, retirement, tax, estate, investment, and business planning. No matter the life stage, we serve as our clients' advocates, helping them navigate the complexities of their financial journey.

We are expanding our team and hiring an Administrative Assistant to support our two Advisors. In this role, you will prepare for client meetings, process new account paperwork, maintain accurate CRM records, handle post meeting action items, and ensure smooth daily operations. The ideal candidate will be someone who enjoys technology, learning new systems, and finding efficiencies. You are organized, self motivated, and like being part of a team. You find satisfaction in completing paperwork thoroughly, following through on tasks, and catching the details others might miss.

You bring a natural curiosity and genuine pride to everything you do. When something isn't quite right, you don't just fix it, you take full ownership and thoughtfully put solutions in place to make sure it doesn't happen again.

This is a technical role requiring proficiency in Microsoft Office, exceptional attention to detail, and a passion for inputting, analyzing, and verifying data.
While the position has minimal client interaction initially, for the right candidate, it offers the potential to grow into a client service
focused role over time.
We offer a primarily remote work schedule, typically requiring one day in the office per week, depending on training and meetings.

Responsibilities:

• Work closely with the Advisors to ensure they are prepared for client meetings and have all materials and documents needed to be successful

• Perform support functions for the office, including maintaining paper and electronic files, preparing recurring and ad hoc correspondence, and running reports

• Prepare and ensure new business paperwork is successfully submitted, which includes preparing forms, verifying information, preparing documentation to upload, and tracking new applications to completion

• Handle routine matters for client accounts as directed by Advisors to include processing name and address changes, account applications, and bank authorizations

• Create and maintain accurate client records in the CRM system (Redtail), ensuring all confidential and required information is securely stored

• Build out, refine, and document workflows and processes to enhance operational efficiency

• Follow, manage, and monitor task list, effectively prioritizing time-sensitive requests or issues

• Assist with other duties and projects, research requests and operational follow-up items as assigned

• High School Diploma or GED required; Bachelor's degree in business administration, finance, or a related field preferred

• 1-3 years of proven experience in a professional setting as a receptionist, executive assistant, or administrative assistant required; 5+ years highly preferred

• Excellent organizational and time management skills and strong documentation habits

• Exceptional written and verbal communication skills

• Strong technology skills and proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required; CRM (Redtail) software experience preferred

• High level of professionalism and confidentiality, with a strong attention to detail

• Highly organized and adaptable, with the ability to multitask and shift between responsibilities throughout the day

• Superior phone skills; friendly and helpful in all interactions on the phone

• Ability to prioritize and solve problems while maintaining composure and focus

• Selected candidate will be required to pass a background check