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.

Key Responsibilities

Executive & Advisor Support

• 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.

Client & Prospect Communication

• 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.

Client Service & Account Support

• 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.

CRM & Data Management

• 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.

Educational Event Support

• 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.

Office & Administrative Support

• 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.

Required Qualifications

• 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.

Preferred Qualifications

• Experience in financial services, insurance, banking, mortgage, or wealth management.
• Experience supporting a financial advisor, executive, or sale…