Administrative Skills, Calendar Management, Communication Skills, Customer Relations, Customer Support/Service, Detail Oriented, Documentation, Establish Priorities, Financial Planning, Financial Services, High School Diploma, Insurance, Microsoft Excel, Microsoft PowerPoint, Microsoft Word, Mortgage, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Retirement Planning, Team Player, Telephone Skills, Wealth Management, Writing Skills
Administrative Assistant (Financial Services)
We are recruiting on behalf of a boutique financial services firm specializing in financial planning and wealth management, located near John Wayne Airport in Santa Ana, CA. This tight-knit team serves business owners, commercial real estatebrokers, and independent contractors — helping clients plan for retirement, save for education, and reduce their tax burden. This Administrative Assistant role is the heartbeat of a small, professional office. You will be the first point of contact for clients, the backbone of the team's scheduling and communications, and a trusted steward of sensitive financial information. If you thrive in a calm, relationship-driven environment and take pride in doing things right the first time, this role is for you.
Essential Duties and Responsibilities
- Answer and route incoming phone calls, take detailed messages, and respond to emails and digital inquiries professionally and promptly
- Greet and assist clients and visitors, ensuring a welcoming and positive experience from first contact
- Manage executive calendars, schedule client and internal appointments, and coordinate meeting logistics including agendas, reports, and supporting documentation
- Handle all office correspondence including emails, letters, memos, and certified mail as needed
- Maintain organized physical and digital filing systems; file and retrieve documents accurately and efficiently
- Handle sensitive client and financial information with strict discretion, accuracy, and compliance awareness
- Support colleagues and management with administrative tasks, special projects, and day-to-day office operations as assigned
Qualifications
- High school diploma or equivalent required
- Excellent verbal and written communication skills
- Friendly, professional, and team-oriented demeanor
- Strong organizational skills with high attention to detail
- Calm and focused under pressure; able to manage competing priorities
- Self-motivated and capable of working independently with minimal supervision
- Proficient in Microsoft Word, Excel, and PowerPoint
Preferred
- Prior administrative or office support experience
- Background in insurance, mortgage, or wealth management industries
- Strong listening and note-taking skills in professional settings
Ideal Candidate Mindset
- Values collaboration and celebrates shared success over individual recognition
- Anticipates the needs of the team and acts proactively
- Takes ownership of mistakes, communicates them promptly, and focuses on solutions
- Communicates with respect, humility, and clarity
- Prioritizes doing tasks correctly the first time over quick fixes
- Treats every client interaction as an opportunity to build trust and warmth
- Upholds a calm, respectful office culture and understands their impact on everyone they interact with
Benefits
- Paid time off (accrual based on hours worked)
- Health insurance (eligibility based on hours worked)
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Eastridge Workforce Solutions