Administrative Assistant

Fortis Lux Financial; New York (NY); Hybrid; USD 45,000 - 75,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

Fortis Lux Financial is seeking an organized administrative professional to support a team of financial advisors in a hybrid role in New York. The candidate will manage calendars, prepare paperwork, and coordinate client communications with a focus on accuracy and client service.

The role requires strong communication, organizational skills, and proficiency in Microsoft Office and CRM systems, with experience in insurance and financial services preferred.

Qualifications

• Two years of administrative or client-service experience within insurance, financial services, wealth management, or financial planning.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills with exceptional attention to detail.
• Ability to actively listen and communicate clearly and directly.
• Proficiency in Microsoft Office, CRM systems, and digital document platforms.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Professional, polished, proactive, and client-focused approach.
• Strong follow-through and problem-solving skills.

Responsibilities

• Provide administrative and operational support to the financial advisor team
• Manage calendars, schedule client appointments, and coordinate follow-ups
• Communicate professionally with clients in person, over the phone, and through email
• Prepare and review new account paperwork, insurance applications, policy documents, and other financial forms
• Process and follow up on insurance- and investment-related paperwork
• Track applications, underwriting requirements, pending business, policy status, and outstanding documentation
• Coordinate with clients, insurance carriers, and internal teams to keep cases moving
• Facilitate and resolve client service requests in a timely manner
• Prepare and organize client meeting materials and financial documents
• Maintain accurate and confidential client records and databases
• Enter and update client information within CRM and digital document-management systems
• Support marketing initiatives, client events, seminars, and other business-development activities
• Handle confidential and sensitive information responsibly

Skills

Administrative experience

Client-service experience

Written communication

Verbal communication

Organization

Time-management

Attention to detail

Microsoft Office

CRM systems

Document management

Tools

Microsoft Office

CRM systems

Job description

Company Description Fortis Lux Financial is a collaborative, client-focused financial services firm that blends creative thinking with disciplined strategy to help clients pursue their financial goals. Operating with a family-office atmosphere, the firm emphasizes a personalized experience, aiming to solve problems, uncover opportunities, and guide clients in using their resources effectively.

We are seeking a highly motivated administrative professional to support a team of financial advisors. The ideal candidate is organized, proactive, client-focused, and eager to grow through mentorship. This is a hybrid position.

Responsibilities

• Provide administrative and operational support to the financial advisor team
• Manage calendars, schedule client appointments, and coordinate follow-ups
• Communicate professionally with clients in person, over the phone, and through email
• Prepare and review new account paperwork, insurance applications, policy documents, and other financial forms
• Process and follow up on insurance- and investment-related paperwork
• Track applications, underwriting requirements, pending business, policy status, and outstanding documentation
• Coordinate with clients, insurance carriers, and internal teams to keep cases moving
• Facilitate and resolve client service requests in a timely manner
• Prepare and organize client meeting materials and financial documents
• Maintain accurate and confidential client records and databases
• Enter and update client information within CRM and digital document-management systems
• Support marketing initiatives, client events, seminars, and other business-development activities
• Handle confidential and sensitive information responsibly

Required Qualifications

• At least two years of administrative or client-service experience within insurance, financial services, wealth management, or financial planning
• Excellent written and verbal communication skills
• Strong organizational and time-management skills with exceptional attention to detail
• Ability to actively listen and communicate clearly and directly
• Proficiency in Microsoft Office, CRM systems, and digital document platforms
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Professional, polished, proactive, and client-focused approach
• Strong follow-through and problem-solving skills

Preferred Qualifications

• Experience working with insurance applications, policies, underwriting requirements, or carrier service teams