Job Opportunity




Job Title – Executive Administrative Sales Assistant


Part-Time, hourly approx. 21 hours weekly M-T-T

Compensation – Hourly plus bonus

Reports directly to Wealth Manager

Requires proof of vaccination


Summary of Essential Duties

The Executive Administrative Sales Assistant is responsible supporting firm business development efforts by contacting potential clients and setting up prospect appointments that meet the firm’s target and ideal clients. The position is responsible for assisting in the prospecting and business development process and will manage all general administrative processes and procedures as well any efforts which will facilitate firm growth and development.



A successful Executive Administrative Sales Assistant will:

  • Efficiently / accurately complete administrative tasks using Redtail CRM and effectively running  the office to allow advisor to focus on wealth strategies that help clients reach their financial goals
  • Increase operational efficiency and improve administrative procedures
  • Minimize scheduling issues and conflicts
  • Identify and schedule meetings for the senior advisor with new prospects and leads
  • Leverage Senior advisor time by supporting the sales/business development process as needed
  • Be able to confidently follow up on warm leads and schedule meetings accordingly
  • Maintain high levels of client satisfaction and build relationships with firm clients
  • Document and maintain procedures related to the position


Sales and Lead Development

  • Collaborate with strategic partners to schedule incoming prospects and assist them in preparing them for the Discovery meeting.
  • Respond to incoming sales leads
  • Attend prospect meetings and events to support process
  • Support firm level marketing activities by attending functions, responding to leads, participating in material development, etc.


Business Development

  • Work with the managing partners to develop marketing systems and procedures, as well as coordinate the design and implementation of firm marketing initiatives
  • Act as relationship manager for strategic alliances
  • Monitor and report the impact of business development efforts
  • Supervise and execute marketing processes, including prospect follow-up and client related mailing



Knowledge, Skills & Attributes

·       Exceptional oral, written and interpersonal communication skills

·       Advanced knowledge of Microsoft Office, Excel, PowerPoint and Redtail CRM

·       Impeccable ability to maintain confidentiality and integrity

·       Energetic, eager to learn, willing to cooperate

·       Self-motivated with ability to work well independently

·       Ability to excel in a dynamic, fast-paced environment

·       Professional appearance and demeanor at all times



  • Effectively utilize REDTAIL CRM functionalities and workflows to Schedule, track business and manage tasks and activities and team members’ calendars
  • Work with  clients directly to keep updated records and track all business
  • Answer phones, route calls and take / distribute messages
  • Manage incoming and outgoing communications (telephone, email and faxes)
  • Provide general office support (photocopying, faxing, filing, office errands, creating documents, etc.).
  • Review, sort and distribute incoming mail
  • Complete follow up of all submitted client trades and business submissions.
  • Manage client touches and birthday process, cards / gifts (Sympathy, Get Well, Thinking of You, etc.)
  • Handle scheduling for any related non-client related processes (i.e. performance reviews, interviews, team outings, etc.)
  • Complete operations / client service tasks as requested and train to be competent in all areas over time
  • Update processes / procedures related to the Administrative Assistant position


Additional Comments

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.