Executive Assistant & Client Operations Assistant

Executive Assistant & Client Operations Assistant

Part-Time, 15–20 Hours/Week | Hybrid | Flexible Schedule | Growth Opportunity

Are you highly organized, tech-savvy, and great at keeping busy professionals on track?

We are an independent fiduciary financial planning firm in the San Francisco Bay Area looking for a proactive Executive Assistant & Client Operations Assistant to help manage the day-to-day flow of the business.

This role is perfect for someone who enjoys bringing order to a busy professional environment — organizing inboxes, calendars, tasks, paperwork, CRM notes, client follow-ups, and internal workflows.

You will help the advisor stay focused, prepared, and ahead of deadlines by managing key administrative systems, keeping tasks organized, and making sure important client and business items do not fall through the cracks.

You do not need prior financial planning experience. We can teach the technical side of the business. What matters most is that you are organized, reliable, detail-oriented, comfortable with technology, and great at following through.

In This Role, You’ll Help With:

Managing inboxes and supporting an Inbox Zero or near-Inbox Zero system
Coordinating calendars, meetings, reminders, and follow-ups
Organizing daily and weekly task lists
Preparing, processing, and tracking client paperwork
Following up on missing signatures, forms, documents, and open items
Taking clear notes from meetings, calls, emails, and advisor instructions
Entering notes, tasks, reminders, and updates into the CRM
Organizing digital files, documents, checklists, and workflows
Using task management tools to keep projects and priorities moving
Helping improve systems, SOPs, and repeatable processes over time

Tools You May Use or Learn:

Google Calendar
Microsoft Outlook and Microsoft 365
Trello, Monday.com, Asana, or similar task management tools
Notion or similar knowledge-base tools
Wealthbox CRM or similar CRM systems
Adobe Acrobat, DocuSign, Excel, and other document tools

You May Be a Great Fit If You:

Love organizing information, tasks, and details
Are proactive and follow through without constant reminders
Are comfortable learning new software and digital systems
Can take messy notes, emails, or instructions and turn them into clear tasks
Enjoy creating structure, checklists, reminders, and workflows
Communicate professionally and clearly
Handle confidential information with discretion
Want to learn how a professional financial planning business operates

This role is best suited for someone who naturally thinks in terms of organization, systems, reminders, documentation, task management, note-taking, and follow-through.

Schedule & Work Location

Part-time: approximately 15–20 hours per week
Flexible schedule, with preference for daytime availability
Hybrid role: work from home plus occasional in-person work in Castro Valley and San Ramon, CA

There will be an initial 90-day trial period to ensure a strong mutual fit, with the opportunity to continue part-time long-term or potentially grow into a full-time role with expanded responsibilities.

Compensation

$20–$30/hour, depending on experience and skill level
Flexible schedule
Opportunity for growth, increased responsibility, and long-term role expansion

How to Apply

Please submit your resume along with a brief response, 3–5 sentences, to the following:

“Describe your experience managing an inbox, calendar, paperwork, task list, CRM, or workflow system. What tools or methods have you used to organize tasks, take notes, track follow-ups, and make sure nothing falls through the cracks?”

We are specifically looking for someone who understands organization, note-taking, follow-through, paperwork tracking, task management, and the importance of helping a busy professional stay focused and prepared.

Equal Opportunity

We are an equal opportunity employer and welcome applicants from all backgrounds and experiences.

Work Location: Hybrid remote in San Ramon and Castro Valley, CA 94546.