Job Description
We are seeking a detail-oriented and client-focused Financial Planning Executive Assistant to join our team. The role involves managing client relationships, ensuring adherence to compliance standards, preparing financial plans, and offering administrative and research support. The ideal candidate will have strong communication skills, an eye for detail, and a passion for helping clients achieve their financial goals.
Job Title
- Financial Planning Executive Assistant
Work Schedule
- Day shift
Job Qualifications/Requirements
- Bachelor’s degree in Finance, Accounting, Business Administration, or related fields preferred.
- Minimum 1-2 years of work-related experience in financial planning or similar administrative roles.
- Previous experience in the financial planning industry is a plus.
- Excellent English communication skills, both verbal and written.
- Familiarity with financial planning CRMs (Midwinter preferred) or other CRM software.
- Proficiency in Microsoft Suite (Word, Excel) and Google Docs.
- Experience with Loom, Scribe, LucidCharts, OneBrain, or similar tools.
- Basic social media skills and familiarity with Canva for graphic design.
- Exceptional client service and active listening skills.
- Strong time management skills with the ability to handle multiple tasks.
Job Responsibilities
- Manage and build relationships with clients, maintaining regular communication to understand and meet their financial needs.
- Schedule and manage client appointments, ensuring efficient calendar management.
- Assist in preparing for client meetings by gathering necessary documentation and updating client files.
- Ensure all actions comply with government regulations and industry standards.
- Prepare Fee Disclosure Statements, Renewal Obligations, and verify Client 100-point ID checks.
- Follow a compliance checklist to maintain adherence to best practices.
- Assist in preparing financial plans, including investments, insurance, and superannuation strategies.
- Help in the preparation of reports, client presentations, and review materials.
- Conduct in-depth research on financial products and solutions.
- Generate insurance quotes and work with insurance providers to obtain necessary information for assessments.
- Keep up-to-date with changes in the financial market and new product offerings.
- Assist in completing and processing financial planning forms, including paraplanning requests.
- Prepare implementation forms such as beneficiary nominations, rollover forms, and insurance applications.
- Follow up with product providers and manage post-implementation activities.
- Maintain and update CRM systems (Midwinter or similar) with accurate client data.
- Record and manage file notes from transcribed AI or meeting notes.
- Ensure that client information and documents are kept organized and secure.
- Liaise with product providers such as Super providers, Fund Managers, and Insurance Providers.
- Follow up on submitted applications, underwriting, medicals, and any other necessary client-related processes.
- Assist in maintaining a social media presence by posting relevant articles on LinkedIn and Facebook.
- Help with basic graphic design tasks using Canva, including creating visual content for newsletters and social media.
- Provide general administrative support, including email and phone management.
- Assist in the preparation of client newsletters and email marketing campaigns.
- Perform document conversions, including PDF splitting/merging.
- Document business processes and prepare training materials using tools such as Loom, Scribe, LucidCharts, or OneBrain.
Good luck and God Bless!