Administrative Assistant

Stratos; Frisco (PA); On-site; USD 40,000 - 45,000; Full time

Benefits offered by this job

Health Insurance Stipend/Reimbursement

401(k)

Paid Time Off

Professional Development Opportunities

Job summary

Stratos Wealth Partners, Butson Financial Advisors, based in Sewickley, PA, seeks an Administrative Assistant to support the Operations Manager and a growing Financial Planning team.

The ideal candidate has 1–3+ years in financial services or client service, is detail‑oriented, tech‑savvy, and capable of managing multiple priorities in a fast‑paced environment.

Qualifications

• 1–3 years of experience in financial services, office administration, or client service.
• Strong attention to detail and organizational skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and deadlines efficiently.
• Proficient with Microsoft Office Suite.
• Experience with CRM systems (Redtail preferred).
• Ability to work independently and collaboratively within a team environment.

Responsibilities

• Support the Operations Manager with day-to-day operational tasks.
• Answer incoming calls and direct inquiries appropriately.
• Schedule client and prospect meetings for Financial Planners.
• Open and process investment accounts promptly.
• Prepare, mail, and track client documents and insurance applications.
• Troubleshoot basic office equipment issues (e.g., printer, scanners).
• Maintain accurate client records within CRM and custodial systems.
• Calculating & monitoring client required minimum distributions.
• Other duties as assigned.
• Prepare meeting files and materials for client and prospect meetings.
• Schedule terminated and active 401(k) participants to meet with Financial Planners.
• Coordinate and mail compliance-approved letters to 401(k) participants.
• Assist with client follow-ups and meeting logistics as needed.
• Provide surplus data entry support, including plan updates.
• Assist with the preparation of planning data and internal reports as requested.
• Utilize CRM systems to track client interactions and workflows.
• Proficiently use Microsoft Office Suite (Outlook, Word, Excel).
• Maintain organized digital and physical filing systems.

Skills

CRM systems

Microsoft Office

Client service

Attention to detail

Organizational skills

Communication skills

Education

Associate’s or Bachelor’s degree preferred

Tools

Redtail CRM

Job description

About the Firm

Stratos Wealth Partners, Butson Financial Advisors is a wealth management practice, specializing in personalized financial planning, retirement strategies and estate planning based in Sewickley, PA.

With over 50 years of combined experience, our advisors provide tailored solutions to help clients work towards their financial goals. As part of the nationally recognized Stratos Wealth Partners, we bring a commitment to excellence and client-focused strategies.

The Opportunity

We are growing and looking for an Administrative Assistant to join our team. The Administrative Assistant plays a critical role in supporting the Operations Manager and our growing Financial Planning team, comprising 5 advisors and 1 paraplanner/trader, by ensuring smooth daily operations, exceptional client service, and accurate administrative execution.

This is for a professional with 1 to 3+ years of experience in financial services, office administration or client service, who is ready to assist with client communications, account processing, meeting preparation, mailings, and data entry, while also serving as a key operational support resource for Financial Planners and the Paraplanner.

The ideal candidate is detail-oriented, organized, tech-savvy, and comfortable handling multiple priorities in a fast-paced financial services environment.

What You’ll Do

Operations & Client Service Support

• Support the Operations Manager with day-to-day operational tasks
• Answer incoming phone calls and direct inquiries appropriately
• Schedule client and prospect meetings for Financial Planners
• Open and process investment accounts accurately and promptly
• Prepare, mail, and track client documents and insurance applications
• Troubleshoot basic office equipment issues (e.g., printer, scanners)
• Maintain accurate client records within CRM and custodial systems
• Calculating & monitoring client required minimum distributions
• Other duties as assigned

Financial Planner Support

• Prepare meeting files and materials for client and prospect meetings
• Schedule terminated and active 401(k) participants to meet with Financial Planners
• Coordinate and mail compliance-approved letters to 401(k) participants
• Assist with client follow-ups and meeting logistics as needed

Paraplanner Support

• Provide surplus data entry support, including plan updates
• Assist with the preparation of planning data and internal reports as requested

Systems & Technology

• Utilize CRM systems to track client interactions and workflows
• Proficiently use Microsoft Office Suite (Outlook, Word, Excel)
• Maintain organized digital and physical filing systems

Compensation and Benefits

Compensation: $40,000–$45,000 base salary + Team Performance Based Bonus Eligibility

• Health Insurance Stipend/Reimbursement
• 401(k)
• Paid Time Off
• Professional Development Opportunities

What We’re Looking For

Required

• 1–3 years of experience in financial services, office administration, or client service (Experience supporting financial advisors, financial planners, or operations teams is a plus.)
• Strong attention to detail and organizational skills
• Excellent written and verbal communication skills
• Ability to manage multiple tasks and deadlines efficiently
• Comfortable handling confidential client information
• Proficient with Microsoft Office Suite
• Experience with CRM systems (Redtail, preferred)
• Ability to work independently and collaboratively within a team environment

Preferred

• Associate’s or Bachelor’s degree preferred (Business, Finance, Administration, or related field) Equivalent experience in financial services or office operations will be considered