Financial Planning Operations & Administrative Associate Cambridge Investment Research, Inc.

Full job description

Financial Planning Operations & Administrative Associate

(Part-Time, 15–30 hrs/week | Flexible Schedule | Growth Opportunity)

We are an independent fiduciary financial planning firm based in the San Francisco Bay Area. Our mission is to help individuals and families make smart, confident decisions about their money through thoughtful financial planning and investment management.

We are looking for a
highly organized, proactive, and tech-savvy individual
to join our team as a
Financial Planning Operations & Administrative Associate
. This is a hands‑on role with real exposure to how a modern wealth management firm operates behind the scenes.

• Manage calendars, schedule meetings, and confirm appointments
• Prepare client communications and follow‑ups
• Assist with new client onboarding (paperwork, tracking, organization)
• Provide high‑quality client service via phone and email

• Maintain and update client records in CRM (Redtail)
• Input detailed meeting notes, tasks, and workflows
• Track action items and ensure nothing falls through the cracks
• Organize and improve digital files and internal systems

• Assist in preparing financial plans and client presentations
• Input and organize financial data into planning tools (e.g., eMoney)
• Support follow‑up and implementation after client meetings

• Assist with marketing campaigns and client outreach
• Help manage projects, timelines, and internal processes
• Identify ways to improve efficiency and workflows

• Extremely detail‑oriented and highly organized
• Strong written and verbal communication skills
• Reliable, proactive, and accountable
• Comfortable working in a fast‑paced, client‑facing environment
• High level of professionalism and ability to handle confidential information

• No prior financial planning or wealth management experience required
• Strong preference for candidates with
  operations, administrative, or workflow‑based experience
• Ability to think in terms of
  systems, processes, and repeatable workflows (SOP mindset)
• Naturally curious and resourceful—able to
  figure things out and find answers independently
• Comfortable taking ownership of tasks and improving processes over time

We can teach the technical aspects of financial planning. What matters most is
how you think, organize, and solve problems
.

• Fast learner who can quickly pick up new systems and tools independently
• Comfortable learning software through tutorials, videos, and self‑guided exploration
• Able to troubleshoot and problem‑solve without constant direction
• Strong general comfort with technology, apps, and digital workflows

This role is best suited for someone who enjoys
learning by doing and figuring things out
, not someone who requires step‑by‑step instruction for every task.

• Familiarity with tools like CRM (Salesforce, Redtail, Wealthbox), eMoney, YCharts, Morningstar, and Excel
• Prior experience in admin, operations, client service, or internships

• Part‑time:
  20–35 hours per week
• Flexible scheduling (ideal for candidates with daytime availability)
• Open to candidates who prefer consistent4–5 hour workdays
• Hybrid role: WFH + Locations in Castro Valley and San Ramon, CA.

Initial 90‑day trial period
to ensure strong mutual fit, with the opportunity to:

• Continue part‑time long‑term, or
• Transition into a full‑time (40 hours/week) role with expanded responsibilities

We value consistency, reliability, and long‑term fit, and we’re supportive of flexible schedules when expectations are met.

• Direct exposure to financial planning and investment management
• Learn how a professional services business operates
• Build transferable skills in operations, client management, and systems
• Opportunity for long‑term growth into operations or advisory roles

• Students or recent graduates interested in finance, business, or operations
• Early‑career professionals looking to build real‑world experience
• Individuals with administrative…