Executive Assistant​/Client Experience Coordinator

Position Overview

Seeking a highly organized, proactive, and client-focused Executive Assistant/Client Experience Coordinator to provide dedicated support to one Financial Advisor/Executive.

This role is ideal for someone who enjoys being the right hand to a busy professional, keeping schedules organized, communicating with clients and prospects, preparing meetings, coordinating follow‑up, and ensuring every client interaction feels professional, warm, and well‑managed.

The successful candidate will play a key role in helping the advisor stay focused on serving clients and growing the business by managing day‑to‑day administrative tasks, client communications, appointment coordination, educational event support, CRM updates, and office‑related responsibilities.

• Provide direct administrative and operational support to one financial advisor/executive.
• Manage the advisor’s calendar, appointments, meetings, and follow‑up tasks.
• Prepare materials for client meetings, prospect meetings, review appointments, and educational events.
• Help the advisor stay organized by tracking priorities, deadlines, client requests, and next steps.
• Serve as a trusted point of contact between the advisor, clients, prospects, and internal team members.
• Assist with special projects, reporting, and daily workflow management.

• Serve as a friendly and professional point of contact for clients and prospects.
• Answer calls, respond to inquiries, and direct communication appropriately.
• Schedule and confirm appointments, second meetings, review meetings, and follow‑up calls.
• Make outbound calls to confirm attendance for educational classes and events.
• Follow up with prospective clients after events to answer questions, gather information, and encourage next steps.
• Help qualify prospective clients by collecting basic information before advisor meetings.
• Ensure clients and prospects receive timely, accurate, and professional communication.

• Assist with client paperwork, applications, forms, and account documentation.
• Help clients with basic service requests and account‑related questions.
• Coordinate client onboarding and ensure paperwork is complete and organized.
• Support the advisor with meeting preparation and post‑meeting follow‑up.
• Maintain accurate client files, records, and notes.
• Help ensure client requests are completed in a timely and professional manner.

• Accurately document client and prospect interactions in CRM.
• Maintain organized and up‑to‑date CRM records.
• Track appointments, follow‑up tasks, seminar activity, and service requests.
• Help ensure no client or prospect falls through the cracks.
• Assist with basic reporting and pipeline tracking as needed.

• Assist with planning and execution of educational classes, seminars, and client events.
• Confirm attendee participation before events.
• Prepare event materials, binders, books, and supplies.
• Attend occasional evening events to support the advisor and engage with attendees.
• Conduct post‑event follow‑up with attendees and prospects.

• Help maintain a professional, welcoming office environment.
• Greet clients and visitors when needed.
• Assist with incoming and outgoing mail, deliveries, scanning, filing, and data entry.
• Order and maintain office supplies, client materials, snacks, beverages, and event items.
• Support general office organization and daily administrative needs.

• 2+ years of experience as an executive assistant, administrative assistant, client service associate, sales support professional, or similar role.
• Strong organizational and time‑management skills.
• Excellent verbal and written communication skills.
• Professional, polished, and client‑focused demeanor.
• High attention to detail and accuracy.
• Ability to manage multiple priorities and follow through consistently.
• Proficiency with Microsoft Office Suite.
• Ability to handle confidential information with discretion.
• Willingness to work occasional evening educational events.
• Ability to lift and move office or event materials as needed.