Admin Assistant

Company Overview

The company is an independent financial advisory firm that provides comprehensive financial planning and investment management to individuals, families, and business owners. It focuses on building long-term relationships, delivering fiduciary advice, and simplifying complex financial decisions through education, clarity, and consistent communication. Clients receive tailored guidance across retirement planning, investments, insurance, and tax-aware strategies, supported by a thoughtful, process-driven approach.

You'll join a collaborative, service-oriented team that values professionalism, integrity, and responsiveness. The culture emphasizes continuous improvement, dependable follow-through, and a genuine commitment to client success—creating an environment where your work makes a visible difference every day.

Mission

We're looking for a dependable, detail-loving Admin Assistant to keep operations running smoothly and ensure every client interaction feels organized, professional, and cared for. You'll handle scheduling, documentation, client follow-ups, and day-to-day coordination that helps advisors stay focused on serving clients. If you take pride in being the organized backbone of a team and enjoy creating structure out of moving parts, this role is for you.

Day to day, you'll manage calendars and meeting logistics, prepare and track client paperwork, maintain accurate records, and follow up on open items with care and persistence. You'll communicate with clients via email and phone, update internal systems, and support team projects and deadlines. If you enjoy clear processes, proactive communication, and delivering a great client experience—you'll feel right at home.

Key Responsibilities

Your daily tasks will vary, giving you room to learn, grow, and strengthen your skills while supporting the team with excellence.

• Manage calendars, schedule client and prospect meetings, and coordinate time zones and reminders
• Prepare meeting agendas, compile pre-meeting materials, and organize follow-up action items
• Draft, send, and track client forms and documents; coordinate e-signatures and ensure completeness
• Maintain accurate client records and notes; update contact details, activities, and tasks in internal systems
• Monitor shared inboxes, triage incoming requests, and respond or route messages promptly and professionally
• Place and receive client calls; provide timely updates, confirmations, and follow-ups
• Track outstanding items and follow up with clients to gather required information or documents
• Organize digital files and folders; maintain consistent naming conventions and version control
• Create and maintain simple spreadsheets and trackers to monitor tasks, deadlines, and workflows
• Assist with data entry, quality checks, and document formatting to ensure accuracy and consistency
• Support advisors before and after client meetings by preparing materials and summarizing next steps
• Coordinate virtual meeting logistics (Zoom links, confirmations, reschedules, notes)
• Assist with light reporting or export of information from systems as requested
• Handle general administrative tasks: scanning, filing, mail preparation, and basic research
• Collaborate with the team to improve processes, templates, and standard operating procedures

Qualifications

• Years of Experience: 2+ years in an administrative or client service role (financial services experience preferred)
• CRM Tool: Not required
• Softwares: Google Workspace or Microsoft 365, Zoom, DocuSign, Calendly, Slack or Microsoft Teams, cloud file management (Google Drive/OneDrive)
• Industry Knowledge Required: Financial advisory/wealth management basics; familiarity with client onboarding, documentation, and compliance-sensitive communication is a plus
• Specific Gender: No preference

Skills & Competencies

• Excellent written and verbal communication; professional phone and email etiquette
• Strong attention to detail with reliable follow-through and task ownership
• Outstanding organization, time management, and calendar coordination
• Process-oriented mindset with the ability to improve and document workflows
• Proactive problem-solving, resourcefulness, and a customer-service focus
• High level of discretion and respect for confidentiality and compliance
• Tech-savvy and quick to learn new tools; comfortable working remotely and independently

Technical Requirements

• Own PC or laptop
• Reliable internet connection (wired connection recommended)
• Noise-cancelling headset and a quiet, professional workspace
• Ability to work and take calls during 4 PM–12 AM Beirut Time
• Access to standard office apps (Google Workspace or Microsoft 365) and Zoom
• Mobile or desktop document scanner app for clean, legible document submission
• Dual monitors recommended for efficiency

Position Description

• Working Hours: 8 hours, from 4 PM till 12 AM Beirut Time
• Working Days: 5 days a week
• Days Off: Saturday and Sunday
• Work Location: Fully-remote, you can work from anywhere
• PTO (Paid Time Off): You may request time off anytime with advanced notice
• Salary Range: 1,500$/month