Administrative Assistant

Direct message the job poster from Codega Wealth Advisors

Job Title: Administrative and Marketing Assistant to Financial Advisors

Location: Hybrid (UTC main office, financial advisors respective home offices, remote). In office during training and probation, flexible thereafter.

Employment Type: Full‑Time, 40 hours per week.

Reports To: Amal, Felicity and Shaun

Are you someone who thrives in a detail‑oriented environment, enjoys supporting others, and is motivated by a sense of purpose in your work? We’re looking for a high‑caliber Administrative/ Marketing Assistant who is passionate about delivering top‑tier service to clients, thrives in a structured environment, and is excited about being part of a “dream team” in a financial advisory firm.

This is more than a job — it’s a key role on a team committed to excellence, long‑term relationships, and doing work that matters.

• Serve as the first point of contact for client communication (phone, email, scheduling)
• Schedule and confirm client meetings, prepare meeting materials, and maintain accurate client records
• Maintain CRM/database systems with up‑to‑date client and prospect information
• Monitor deadlines and assist with compliance and documentation follow‑ups
• Process forms and applications related to investment accounts, insurance, and financial products
• Coordinate marketing communications, newsletters, and event logistics
• Track and improve systems and processes for greater team efficiency
• Anticipate the advisor’s needs and proactively address administrative tasks before they become issues
• Uphold a high standard of confidentiality and professionalism at all times

• Proven experience in an administrative or client service role, preferably in financial services
• Strong organizational and time‑management skills with a high attention to detail
• Excellent verbal and written communication skills
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, Bookings); experience with CRM systems is a plus (we use Salesforce)
• Ability to handle confidential information with discretion
• Self‑motivated and capable of working independently or as part of a team
• Strong problem‑solving skills and a customer service mindset

• A supportive and collaborative work environment
• Opportunities for professional development and industry training
• Flexible scheduling options
• Retirement Plan and Health Benefits (first 3 months of training, then 3 months’ probation)

• Detail‑Obsessed – You don’t let anything fall through the cracks
• Systems Thinker – You enjoy improving processes and working within structure
• Client‑Driven – You’re happiest when you’ve helped make a client’s day easier
• Team‑Minded – You value clarity, communication, and shared success
• Resilient & Dependable – You’re steady under pressure and never “ghost” when it gets tough