Financial Planning- Administrative/Operations Assistant

$30–$35/hour | Flexible Hours - 20 - 30 per wk| 1099 Contract | Remote

The Mom Project is partnering with a growing, client-focused financial planning practice that is committed to delivering personalized financial guidance and an exceptional client experience. This team takes a thoughtful, systems-driven approach to its work, emphasizing efficiency, collaboration, and meaningful relationships with the clients they serve.

As the practice continues to grow, they are looking for a detail-oriented, proactive Administrative/Operations Assistant who enjoys keeping things organized, supporting clients, and helping a team operate smoothly. This is an opportunity to become an integral part of a collaborative team where everyone's contributions matter and where providing outstanding service is a shared priority.

If you are resourceful, naturally organized, personable, and comfortable managing multiple priorities, this could be a great opportunity to put your skills to work in a flexible, fully remote environment.

What We're Looking For

Minimum Qualifications

• 5+ years of experience in wealth management or financial planning.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Word and Excel.
• Comfortable using digital tools and technology, with the ability to quickly learn new systems.
• A self-starter who takes initiative and can independently manage projects and tasks.

Preferred Qualifications

• Experience working within a financial planning practice.
• Familiarity with Charles Schwab Advisor Center.
• General understanding of investment advisory and financial planning operations.
• Experience with Calendly and DocuSign.

About the Role

In this role, you will provide essential administrative and operational support to help deliver a seamless client experience. You'll work closely with the financial planning team to coordinate client onboarding, manage ongoing service requests, maintain accurate records, and keep daily operations running efficiently.

Your ability to anticipate needs, stay organized, communicate effectively, and follow through on details will play an important role in supporting both the clients and the overall success of the practice.

Key Responsibilities

Client Onboarding & New Business Processing

• Prepare and send financial planning agreements and invoices, tracking them through completion.
• Distribute client information forms and document requests.
• Create client profiles in financial planning and data-gathering software.
• Assist clients with setting up and navigating financial planning platforms.
• Process and manage client applications.

Client Communication & Service

• Respond to client emails, service inquiries, and meeting requests.
• Manage inbound calls through a centralized phone number during scheduled working hours.
• Identify and communicate matters requiring the lead advisor's attention.
• Coordinate client service requests, including account changes, updates, distributions, and contributions.
• Help ensure clients receive timely, professional, and attentive support.

Administrative & Operational Support

• Manage calendars and coordinate client scheduling.
• Maintain and update client and prospective client information in the CRM.
• Monitor and move tasks forward within the CRM to ensure timely follow-through.
• Electronically file and maintain client documentation and meeting notes.
• Assist with client meeting preparation and post-meeting follow-up.
• Coordinate scheduling for client educational events.
• Provide general administrative support to help keep daily operations organized and efficient.

Skills & Attributes for Success

• Highly organized with exceptional attention to detail.
• Strong time management and prioritization skills.
• Excellent problem-solving abilities and resourcefulness.
• Self-motivated with the ability to take ownership of tasks and see them through to completion.
• Adaptable and comfortable learning new systems, technology, and processes.
• Able to think independently and make sound decisions when situations arise.
• Professional, personable, and confident in client communications.
• Collaborative team player who can also work independently.
• Ability to manage multiple projects and priorities simultaneously.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.

Compensation & Work Arrangement

• Compensation: $30–$35 per hour, with flexibility based on experience, skill set, and hours.
• Employment Type: 1099 Independent Contractor.
• Location: Primarily remote, with an in-office attendance requirement once per quarter. This expectation is subject to change based on business needs.
• Schedule: Flexible hours, with scheduling determined in coordination with the practice.