Administrative Assistant & Practice Integration Specialist

Position Overview

We are a small, professional financial services firm seeking a highly organized, proactive, and detail‑oriented Administrative Assistant & Practice Integration Specialist. This hybrid role supports leadership, and clients through administrative operations, practice development, paraplanning support, technology integration, and compliance‑sensitive tasks.

This position requires handling confidential financial data, regulatory documentation, and sensitive client information, and therefore is designated as a Sensitive Information Position. Professionalism, discretion, and accuracy are essential.

The ideal candidate is a team‑oriented problem solver who thrives in a small‑office environment, enjoys learning, and can manage multiple responsibilities with confidence and care.

Key Responsibilities

1. Administrative & Client Service Support

• Prepare client annual review materials and proactively monitor the advisors calendar.
• Maintain accurate digital and physical records of financial transactions, documents, and compliance requirements.
• Complete new account paperwork, ensure accuracy, and monitor progress from submission to completion.
• Set follow‑up dockets, track outstanding items, and ensure timely completion of client and advisor tasks.
• Process client money movement requests and document all transactions.
• Maintain and update the client relationship database, including contact information and notes.
• Answer phones, take accurate messages, greet clients, and support daily office operations.
• Maintain punctuality, follow assigned schedules, and uphold professional dress standards.

2. Practice Integration & Operational Efficiency

In collaboration with broker/dealer resources and firm leadership:

• Support practice integration by understanding advisor workflows, sales processes, and technology needs.
• Provide solutions that enhance productivity, operational efficiency, and business growth.
• Create action plans, workflow expectations, and checkpoints to support integration initiatives.
• Conduct gap analysis, identify obstacles, and develop sustainment plans to ensure long‑term adoption of tools and processes.

3. Paraplanning & Advanced Sales Support

• Prepare investment applications, financial software analyses, and required documentation.
• Contribute to the development of sales strategies, proposals, illustrations, and presentation materials.
• Serve as a resource for up‑to‑date financial regulations, contribution limits, and advanced planning concepts.
• Assist with special projects assigned by the Advisors

4. Website, Social Media & Special Projects

• Maintain and update the firm’s website, ensuring accurate content, compliant graphics, and timely updates.
• Maintain social media accounts, posting and responding as needed while adhering to platform guidelines and compliance requirements.
• Support special projects and additional responsibilities as needed.

Qualifications

Required

• Strong interpersonal and relationship‑building skills.
• Highly organized, detail‑oriented, and able to multitask effectively.
• Professional, approachable, and customer‑focused.
• Strong writing skills.
• Ability to manage projects independently and proactively.
• Demonstrated knowledge of Excel and financial concepts (NPV, IRR, etc.).
• Experience preparing financial documents, applications, or case materials.
• 4+ years of sales, administrative, or financial industry experience.
• Ability to maintain confidentiality and handle sensitive information responsibly.

Preferred

• Experience in a small professional office environment.
• Strong knowledge of various investment platforms.
• Illustration design experience.
• Understanding of advanced sales concepts.
• Experience with Teams and Zoom.
• Bachelor’s degree.

Ideal Candidate Profile

• Strong interpersonal skills
• Team‑oriented and approachable
• Strategic thinker
• Proactive and consultative
• Highly organized and detail‑driven
• Comfortable managing multiple priorities
• Professional in communication and demeanor
• Customer‑centric and solutions‑focused

Work Schedule

• Monday–Friday, hours assigned based on firm needs
• In‑person only (Salem, Oregon)
• Full time position

Pay: $49,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Work Location: In person