Administrative Assistant Job Lexington area,Massachusetts USA,Administrative/Clerical

Overview

Part-time Administrative Assistant (Financial Services) In-person, Lexington, MA

The Administrative Assistant provides administrative and operational support to financial advisors by maintaining organized records, preparing meeting materials, coordinating schedules, and assisting with day-to-day office operations. This role requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced financial services environment.

Key Qualifications

Excellent organizational and time management skills.
Strong written communication skills.
High level of professionalism.
Ability to prioritize multiple tasks while meeting deadlines.
Strong attention to detail and accuracy.
Proficiency in Microsoft Office (Outlook, Word, Excel) and Zoom.
Experience with CRM systems, preferably Redtail.
Ability to maintain confidentiality and handle sensitive financial information.
Self-motivated with the ability to work independently and collaboratively.

Primary Responsibilities

Meeting Preparation

Schedule and coordinate advisor appointments.
Review Redtail CRM and previous meeting agendas to identify required documents.
Prepare meeting materials, including:
- Morningstar reports
- Agenda (update date, numbers from Morningstar report, RMD amount where applicable)
- Performance Summary reports
- Additional reports as needed
Coordinate document collection (from client) (reference prior agenda, Redtail notes, retirement worksheet, or Right Capital if applicable).
Assemble meeting folders and supporting documentation, prepare conference room for in-person meetings.
Send email with a Zoom link and meeting materials to be forwarded to the client at least one day before the meeting.

Administrative Support

Maintain accurate records within Redtail CRM.
Upload advisor meeting notes and documentation into Redtail.
Monitor outstanding administrative items, including account paperwork and pending transactions.
Monitor Client Works notifications, include important ones (such as maturing CDs and other corporate actions, low or negative cash balance, incoming/outgoing account transfers) to the weekly debrief email.
Support advisors with special projects and operational initiatives as assigned.
Maintain confidentiality while handling sensitive financial information.

Office Operations

Perform document preparation, scanning, filing, and data entry.
Organize and maintain electronic and physical filing systems.
Order and maintain office supplies.
Assist with administrative workflow improvements.
Provide general administrative support to advisors.

Weekly Reporting

At the conclusion of each week, prepare a summary report including:
Tasks completed during the week.
Meetings prepared.
Administrative actions completed.
Outstanding items requiring follow-up.
Next steps and responsible party for each outstanding item.

Core Competencies

Attention to Detail
Time Management
Communication Skills
Problem Solving
Professionalism
Confidentiality and Ethics
Initiative and Accountability
Technology Proficiency

Success Measures

Ensures meetings are fully prepared with complete and accurate documentation.
Maintains organized and up-to-date records within Redtail CRM.
Completes administrative tasks accurately and on schedule.
Maintains efficient office workflows and organized documentation.
Provides reliable operational support that enables advisors to serve clients efficiently.

$32 per hour (adjusted for inflation annually)

15 hour/week (3-4 days) September-May

10 hours/week (2-3 days) June-August

2 weeks paid vacation/sick time (vacations should be avoided during tax season December 1st - May 1st, after 6 months of employment)

SEP contributions (after 12 months of employment, subject to financial availability)

Opportunity for growth/advancement

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