Administrative Assistant

BML Wealth Management; Irvine (CA); On-site; USD 39,000 - 44,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life Insurance

AD&D insurance

401k with company match

Paid Time Off

Birthday off

Wellness benefits

Job summary

BML Wealth Management in Irvine, CA is seeking an experienced Administrative Assistant to be the welcoming first face for clients and visitors. You will manage the lobby, answer phones, schedule appointments, and support client services with meticulous care.

The ideal candidate brings 5+ years in an administrative role, proficiency with Microsoft Office and Redtail CRM, excellent communication, and a collaborative, proactive approach in a fast-paced, client-focused environment.

Qualifications

• 5+ years in an administrative role.
• Proficiency with Microsoft Office and Redtail CRM.
• Strong organizational and communication skills.
• Collaborative team player who can work independently.
• Attention to detail and integrity.
• Professional, customer-focused demeanor.

Responsibilities

• Answer phones and greet clients.
• Be the first point of contact for prospects and clients.
• Manage lobby, conference rooms, and setup.
• Ensure beverages and snacks are available.
• Keep the office neat and welcoming.
• Direct flow of visitors in reception.
• Calendar management and appointment coordination.
• Prepare client documentation and materials.
• Maintain Redtail CRM data entry and database management.
• Assist with seminars/workshops setup and cleanup.
• Order supplies and track inventory.
• Assist clients with issues and inquiries.
• Sort, scan and distribute mail and deliveries.
• Maintain paper and electronic filing systems.
• Maintain compliance files related to the job.

Skills

Microsoft Office

Communication

Organizational skills

Initiative

Integrity

Tools

Redtail CRM

Microsoft Office

Job description

BML Wealth Management is a retirement planning and wealth management firm located in Irvine, CA. We believe everyone should be able to live the retirement they've always wanted. As a trusted financial advisor in Irvine, helping clients in Orange County plan for and achieve their retirement goals is our #1 priority. Our team of professionals provides personalized financial planning services to help our clients.

We are seeking an experienced Administrative Assistant to join our reputable financial firm as the welcoming first face our clients see. In this pivotal role, you will create a positive and lasting first impression both in person and over the phone, ensuring every client feels valued and supported from the moment they enter our office.

What You’ll Do:

• Answer phones and greet clients in a friendly, positive, and warm manner
• Be the first point of contact for prospects and clients
• Manage lobby and conference rooms, including setup, organization, and post-meeting cleanup
• Ensure beverages and snacks are available for clients and guests
• Keep the office environment neat, tidy, and organized to ensure a welcoming atmosphere
• Manage and direct the flow of visitors in the front lobby and reception area
• Calendar management, including setting and confirming appointments
• Prepare documentation and materials for client appointments
• Maintain the firm’s CRM system (Redtail) through accurate data entry and database management
• Assist with the preparation and organization of seminars and workshops, including set-up and clean-up before and after events
• Order supplies and keep track of inventory
• Assist clients with issues, concerns and account inquiries
• Sort, scan and distribute incoming mail and deliveries
• Maintain office filing system, both paper and electronic
• Maintain job-related/industry specific compliance files

What We’re Looking For:

• 5+ years’ experience in an administrative role
• Demonstrates proficiency and confidence working across various platforms and operating systems; Microsoft Office and CRM (Redtail)
• Collaborative team player willing to assist others
• Demonstrates exceptional organizational skills by efficiently managing multiple client requests and prioritizing time sensitive tasks
• Excellent communication skills; both verbal and written delivered with a sincere and caring attitude
• Exhibits meticulous attention to detail and a commitment to accuracy
• Skilled in building strong, trust-based relationships with clients by providing attentive, personalized service and guidance
• Self-starter who takes initiative and works well independently
• Demonstrates strong integrity and a commitment to ethical conduct, especially when handling confidential client information and financial matters
• Thrive in a "time sensitive" environment and adaptable to change without affecting the quality of work

What You’ll Get:

• $28.00/hour - $32.00/hour based on experience
• Medical, dental and vision insurance
• Group Life and AD&D insurance
• 401k with company match
• PTO + birthday off
• Wellness benefits

Schedule:

• Monday-Friday, 8:30am-5:30pm
• Some evenings required for client events