Administrative Assistant (Phoenix/Biltmore Area, AZ)

Administrative Assistant (Part-Time)

Location: Onsite – Phoenix/Biltmore Area (3 days/week)

Schedule: Approximately 20 hours per week (9:30 AM – 3:30 PM)

About The Role

Our client is seeking a detail-oriented and proactive Administrative Assistant to support a financial advisor in day-to-day operations. This role is ideal for someone who thrives in a structured environment, enjoys working with clients, and takes pride in accuracy and organization. You will play a key role in ensuring smooth office operations and a high-quality client experience.

Key Responsibilities

Administrative & Operational Support

• Accurately complete and submit forms within one business day
• Maintain organized electronic client files, including statements, correspondence, and agreements, within established timelines
• Track pending business and maintain updates for outstanding items; provide weekly summaries to the advisor
• Proactively support the advisor with day-to-day administrative needs
  
  

Client & Scheduling Support

• Schedule, prepare for, and follow up on client appointments
• Serve as a professional point of contact for client calls, routing inquiries to the advisor as appropriate
  
  

Systems & Process Management

• Update and maintain CRM systems (including Client360 and related platforms)
• Assist with mail merges and client communications as directed
• Utilize internal tools such as COMMunity Link® and Morningstar® to support advisor needs
• Monitor internal communications, updates, and technology changes; share relevant insights with the advisor
  
  

Process Improvement

• Identify opportunities to improve systems, workflows, and overall office efficiency
  
  

Qualifications & Skills

• Strong attention to detail and commitment to accuracy
• Excellent organizational and time management skills
• Ability to manage multiple tasks in a fast-paced environment
• Professional and confident communication skills, both written and verbal
• Proficiency in Microsoft Office Suite (Word, Excel)
• Ability to follow detailed instructions and complete repetitive tasks with precision
• Quick learner who is proactive in asking questions and seeking clarity
• Demonstrates a high level of discretion and maintains strict confidentiality when handling sensitive client financial and personal information