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
LOCATION
Santa Ana, CA
POSTED
1 day ago
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)