Remote - Financial Advisor Assistant (Executive Assistant to President) Schwab + Annuity Experience

IMPORTANT APPLICATION INSTRUCTIONS — READ FIRST

To be considered, applicants MUST either:

A) Include a cover page with their application
OR
B) Email recruiting@bedrockfs.com directly with the requested information below and a current resume attached.

Please include your experience in the following format:

• Schwab — X years
• Annuities — X years
• Monday.com — X years
• Google Suite — X years
• GoHighLevel — X years
• Redtail — X years
• RightCapital — X years

Additionally, please briefly explain:

• Your experience supporting financial advisors operationally
• Your experience handling annuity paperwork and NIGO resolution
• Your experience following up with clients to obtain missing paperwork and schedule appointments
• Your experience working within structured workflow or ticket-management systems

Please also confirm:

• Your weekly availability
• Your typical response time during business hours
• Whether you are comfortable operating in a fast-moving environment with 24-hour turnaround expectations

Applications missing this information may not be reviewed.

Position Type

Remote | Independent Contractor (1099)
Initial 6-Month Rolling Contract
Potential Long-Term Opportunity for the Right Candidate

This role is structured as an independent contractor position (1099), not a W-2 employee role.

The selected candidate will be responsible for managing their own taxes, equipment, and work environment while meeting the operational expectations, responsiveness standards, and deadlines associated with the position.

Compensation includes:

• Ongoing hourly contract payments throughout the engagement
• Quarterly bonuses tied to company revenue and performance
• A larger performance-based completion payment tied to operational quality, responsiveness, organization, and successful transition/handoff support at the conclusion of the contract term
• Potential retention incentives for long-term operational contributors

IMPORTANT — This Is NOT a Passive Administrative Role

We are seeking a highly experienced Remote Financial Advisor Assistant / Operations Manager with REAL-WORLD experience handling:

• Advisory operations
• Charles Schwab advisor platform workflows
• Fixed annuity processing
• Client onboarding
• Investment account paperwork
• Client follow-up and appointment setting
• Compliance-sensitive financial operations

Applicants without direct experience in these areas will not be considered.

This role is operationally critical and requires someone who is:

• Highly organized
• Detail-oriented
• Responsive
• Proactive
• Comfortable operating with urgency
• Capable of driving paperwork and operational tasks to completion without constant supervision

You will function as a key operational extension of the advisory and client service process, helping ensure advisors remain efficient, clients remain supported, and operational workflows continue moving forward smoothly.

Core Responsibilities: Operational Management Responsibilities

• Help oversee operational workflows and processing pipelines
• Monitor pending business and ensure cases continue moving forward
• Coordinate follow-up activities across advisors, clients, custodians, and carriers
• Assist with workflow prioritization and operational accountability
• Help maintain service standards and turnaround expectations across assigned tasks
• Identify inefficiencies and recommend workflow improvements where appropriate

Advisory Operations (Schwab Experience REQUIRED)

• Support advisors with day-to-day operational workflows
• Process and maintain advisory accounts through Charles Schwab advisor platforms
• Assist with account openings, maintenance requests, transfers, beneficiary changes, and money movement requests
• Ensure paperwork accuracy and completeness before submission
• Track pending operational items and proactively resolve issues
• Coordinate with custodians, clients, carriers, and internal team members
• Maintain organized operational records and account documentation

Fixed Annuity Processing (REQUIRED)

• Process fixed, indexed, and immediate annuity applications
• Manage transfers, rollovers, and 1035 exchanges
• Resolve NIGO (Not In Good Order) issues quickly and efficiently
• Coordinate directly with insurance carriers and advisors
• Ensure all paperwork remains compliant, organized, and audit-ready
• Track pending business through issue and funding
• Monitor application status and proactively prevent stalled business

Client Follow-Up & Appointment Setting

This role requires daily outbound communication and operational follow-through.

You will be expected to:

• Make approximately 10–20 outbound calls per day to:
• Existing clients
• Prospective clients
• Pending business cases
• Individuals with outstanding paperwork requirements
• Follow up aggressively and professionally to:
• Obtain missing paperwork
• Secure signatures
• Schedule appointments
• Move cases forward operationally
• Prevent stalled business
• Maintain detailed CRM notes and status updates
• Ensure advisors remain informed regarding outstanding operational items
• Track follow-up attempts and document communication properly

This role requires someone comfortable operating with persistence, professionalism, urgency, and follow-through.

We are looking for someone who naturally pushes projects forward rather than waits to be told what to do next.

Client Service & Administrative Support

• Assist clients with operational requests and account access support
• Coordinate scheduling and follow-up communication
• Maintain CRM records and operational documentation
• Help ensure smooth client onboarding and transition experiences
• Support a professional, high-touch client experience

This role does NOT provide investment advice.

Systems & Workflow Management Experience

Our firm operates in a fast-moving, highly organized environment with strict operational tracking and client service expectations.

Experience with the following systems is a major advantage:

• Google Workspace / Google Suite
• Monday.com
• Redtail CRM
• GoHighLevel (GHL)
• RightCapital

Operational Expectations

We utilize:

• Monday.com as a ticketing and assignment management system
• Structured workflows and task tracking
• CRM-driven follow-up processes
• Strict internal documentation standards

Client and operational requests are assigned through Monday.com and are expected to be handled promptly and professionally.

Our operational standard is generally a 24-hour turnaround time for client-related tasks, paperwork follow-up, operational processing, and advisor support requests.

Candidates should be comfortable:

• Managing multiple active tasks simultaneously
• Updating task statuses consistently
• Maintaining organized notes and CRM records
• Following workflow processes carefully
• Communicating proactively when delays or issues arise

Experience working inside structured workflow and CRM environments is highly preferred.

REQUIRED EXPERIENCE

Applicants MUST have:

• 3+ years of prior experience working inside an RIA or wealth management firm
• Direct experience using Charles Schwab advisor/custodian systems
• 3+ years of prior hands-on annuity processing experience
• Experience handling advisory paperwork and operational workflows
• Experience supporting financial advisors operationally
• Experience making outbound calls to clients for operational or appointment-setting purposes

Strong preference will be given to candidates familiar with:

• Schwab Advisor Center
• Advisory account operations
• Transfer paperwork
• Rollovers
• Suitability workflows
• CRM systems
• Financial planning support environments
• RMD processing and retirement account servicing

Compliance & Security Requirements

Because this role involves sensitive financial and client information, the selected candidate must be willing to complete:

• Background check
• Fingerprinting
• Identity verification
• Confidentiality and compliance agreements

Professionalism, discretion, and operational integrity are mandatory.

Compensation Structure

This is structured as a 6-month rolling contract.

Compensation includes:

• Ongoing hourly payments throughout the contract term
• Quarterly bonuses tied to company revenue and operational performance
• A larger performance-based completion payment issued at the successful conclusion of the contract
• Potential retention package for long-term professionals who become integral operational contributors

The completion/performance payment is tied to:

• Quality and accuracy of work
• Responsiveness and reliability
• Proper documentation and organization
• Smooth client and operational handoff
• Assistance with transition continuity if responsibilities shift internally or externally
• Ability to proactively move operational tasks and paperwork toward completion

We strongly value long-term operational consistency and reliability and are looking for someone interested in building an ongoing relationship with our firm.

Ideal Candidate Traits

We are looking for someone who is:

• Extremely detail-oriented
• Operationally mature
• Responsive and dependable
• Comfortable managing multiple priorities simultaneously within structured workflow and ticket-management systems
• Calm under pressure
• Experienced in financial operations environments
• Persistent and proactive
• Comfortable following up repeatedly when necessary
• Process-driven and highly organized
• Motivated to help move business forward efficiently

The ideal candidate is comfortable taking ownership of operational responsibilities and solving problems proactively without requiring constant oversight.

This role is best suited for someone who enjoys accountability, organization, operational ownership, and helping advisors maintain momentum with clients and workflows.

To Be Considered — You MUST Complete ALL Steps Below

Applications missing any item below will not be reviewed.

Step 1 — Schwab Experience

Describe your direct experience working with Charles Schwab advisor platforms.

Include:

• Years of experience
• Types of operational tasks performed
• Approximate number of accounts handled
• Whether you worked independently or under advisor supervision

Step 2 — Fixed Annuity Processing Experience

Describe your experience processing:

• Fixed annuities
• Fixed indexed annuities
• Rollovers
• Transfers
• 1035 exchanges
• NIGO resolution

Please provide at least two real-world examples of operational issues you resolved successfully.

Step 3 — Client Follow-Up & Operations

Describe your experience:

• Following up with clients for missing paperwork
• Scheduling appointments
• Managing pending business
• Keeping advisors updated regarding outstanding requirements

What systems or processes have you used to stay organized and ensure cases move forward efficiently?

Step 4 — Systems & Workflow Experience

Describe your experience using:

• Google Workspace / Google Suite
• Monday.com
• Redtail CRM
• GoHighLevel (GHL)
• RightCapital

For each platform, please explain:

• Years of experience
• Frequency of use
• How you used it operationally

Step 5 — Operational Judgment

Without using AI or generic responses, answer the following:

A client transfer request is delayed because the account registration on the surrendering carrier statement does not exactly match the new application paperwork.

What steps would you take to:

• Identify the issue
• Resolve the NIGO efficiently
• Communicate with the advisor and client
• Prevent unnecessary delays in processing

We are evaluating practical operational thinking and real-world experience.

Step 6 — Availability & Communication

Please confirm:

• Your weekly availability
• Your typical response time during business hours
• Whether you are comfortable working in a fast-moving operational environment with deadlines and daily outbound follow-up expectations

Final Note

We are not looking for a generic assistant.

We are looking for a reliable operational professional who understands the importance of:

• Precision
• Compliance
• Responsiveness
• Urgency
• Organization
• Client experience

If you have real Schwab operational experience, annuity processing knowledge, and take pride in helping advisors move business forward efficiently and accurately, we would like to hear from you.

Pay: Up to $100,000.00 per year

Benefits:

• Flexible schedule
• Paid time off
• Retirement plan

Work Location: Remote