We’re looking for a dependable, organized, and professional Administrative Assistant who enjoys helping people and supporting a growing team. This role is focused on providing excellent customer service while helping keep our daily administrative and operational activities organized and running smoothly.

The ideal candidate will assist with client and customer support, maintaining and updating our CRM, scheduling appointments, coordinating follow-ups, and providing general administrative and recruiting support.

The position will generally consist of:

• 40% Client & Customer Support – Assisting with general inquiries, client communication, and helping connect individuals with the appropriate team member or resource.

• 30% Administrative & CRM Support – Maintaining client and prospect information, data entry, organizing records, and supporting day-to-day administrative needs.

• 20% Scheduling & Follow-Up – Coordinating appointments, sending reminders, scheduling virtual meetings, and assisting with client and prospect follow-ups.

• 10% Recruiting & Operational Support – Assisting with candidate scheduling, interview coordination, onboarding activities, and other operational needs.

This is an administrative and customer support position. The Administrative Assistant will not be responsible for providing financial, insurance, legal, or estate-planning advice unless appropriately licensed and authorized to do so.

We’re looking for someone who communicates professionally, pays close attention to detail, takes initiative, and is comfortable working independently in a fully remote environment.

• Client support: Respond to basic inquiries, route clients to the appropriate broker or InheritGuard resource, and follow up on outstanding items.

• Lead management: Enter new leads into the CRM, organize prospect information, update statuses, and make sure leads receive timely follow-up.

• Scheduling: Coordinate appointments, Zoom meetings, consultations, and follow-up calls for brokers.

• Administrative support: Maintain digital files, prepare basic correspondence, update spreadsheets, complete data entry, and keep records organized.

• InheritGuard support: Help track referrals and client cases, communicate routine updates, and assist with customer-service-related requests.

• Recruiting support: Schedule candidate interviews, organize applicant information, send meeting confirmations, and assist with onboarding paperwork.

• Communication: Monitor shared inboxes, send appointment reminders, make routine follow-up calls or texts, and direct more complex questions to the appropriate person.

• Operations: Help leadership stay organized by tracking outstanding tasks, deadlines, appointments, and client follow-ups.

• Strong written and verbal communication skills.

• Excellent organizational and time-management abilities.

• Strong attention to detail and accuracy.

• Professional and friendly customer-service skills.

• Comfortable communicating with clients by phone, email, text, and video conferencing.

• Ability to manage calendars, schedule appointments, and coordinate follow-ups.

• Comfortable performing data entry and maintaining accurate client and prospect records.

• Basic experience with CRM systems or the ability to quickly learn new software.

• Proficiency with common office tools such as email, spreadsheets, document platforms, and online calendars.

• Ability to work independently and stay productive in a fully remote environment.

• Comfortable handling multiple tasks and shifting priorities.

• Ability to maintain confidentiality when working with client and business information.

• Self-motivated with a willingness to take initiative and solve routine problems.

• Reliable internet connection and an appropriate remote workspace.

Our role is centered around providing exceptional customer service, connecting prospective clients with the appropriate resources, and helping guide them through the process from initial interest through continued support.

Customer service is at the heart of what we do. We believe financial and legacy-related decisions should be approached with clarity, transparency, and personalized support. Our goal is to make the process easier to understand while helping individuals and families take meaningful steps toward protecting their financial future and legacy.