Administrative Assistant

Coldstream; Portland (OR); Hybrid; USD 34,440 - 41,328; Part time

Benefits offered by this job

401(k) with 100% company match up to 4%

Generous paid time off

Wellness reimbursement

Job summary

Coldstream is searching for a proactive Administrative Assistant in Portland to support a Wealth Manager. This hybrid, part-time role demands excellent organizational skills to manage details, schedules, and client communications effectively. Ideal candidates should possess a strong administrative background, preferably in financial services, and be adept at using Microsoft Office.

Offering a competitive base pay of $25 to $30 per hour, this position provides significant benefits including a 401(k) plan, paid time off, and comprehensive training programs to enhance your skills and career.

Qualifications

• 3+ years of administrative support experience, preferably in financial services.
• Ability to respond to inquiries professionally and timely.
• Experience managing calendars and scheduling appointments.

Responsibilities

• Manage incoming email communications.
• Coordinate calendars and schedule appointments.
• Maintain accurate client and prospect information in CRM.

Skills

Administrative support experience in professional services

Exceptional organizational skills

Excellent client service and communication skills

Proficiency in Microsoft Office Suite

Strong time management skills

Education

High school diploma or equivalent

Tools

Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

Adobe Acrobat

Job description

Are you the kind of person who thrives on keeping everything organized and takes pride in creating a seamless client experience? We are seeking an Administrative Assistant to support a successful Wealth Manager in our NE Portland office. This role is ideal for someone with experience in professional services who enjoys managing details, scheduling appointments and coordinating calendars, and serving as a trusted partner behind the scenes. If you're highly organized, proactive, and enjoy being the person who keeps everything running smoothly, we'd love to hear from you.

This part‑time, hybrid opportunity offers the chance to play a meaningful role in a growing wealth‑management practice while maintaining work‑life balance. The schedule will be Monday through Thursday from 9:00 a.m. to 2:00 p.m., working in office 2 days per week.

Responsibilities

• Manage incoming email communications and respond to inquiries in a professional and timely manner
• Coordinate calendars, schedule appointments, and create calendar invitations
• Maintain accurate client and prospect information within the firm's CRM system
• Review reports, correspondence, and other materials for accuracy, completeness, and quality
• Assist with meeting preparation, including gathering materials and coordinating logistics
• Arrange business travel, including flights, hotels, transportation, and itineraries
• Provide administrative support to ensure an exceptional client experience and efficient day‑to‑day operations

Experience and Skills

• 3+ years of administrative support experience in a professional services environment; financial services experience preferred
• Exceptional organizational skills and strong attention to detail
• Excellent client service, interpersonal, and communication skills
• A high school diploma or equivalent
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and the ability to quickly learn new technology and software applications
• The ability to work independently while also collaborating effectively with team members
• Strong time management skills with the ability to prioritize multiple responsibilities in a fast‑paced environment
• A high degree of professionalism, discretion, and ability to maintain confidentiality

Job Benefits

In terms of pay expectations, we assess each candidate individually based on their experience and qualifications and offer competitive compensation that reflects the value they bring to the team. Base pay typically starts between $25 and $30 per hour, plus an annual bonus and a generous benefits package.

As a Washington’s Best Workplaces awardee, we pride ourselves on a collaborative and supportive culture. We’ve created a full benefits package that focuses on the growth, health, and wellness of our team members:

• Pay: competitive base pay
• 401(k): 100% company match up to 4% of your annual pay
• Stock: Opportunity to purchase equity and become an owner of the firm
• Paid Time Off: Starting at 20 days per year (prorated), then increasing with tenure - plus 10 holidays (prorated) and an extra paid day off each year to do volunteer work
• Career development: 100% training/certification/licensing/dues reimbursement and mentoring program
• Parking: heavily subsidized parking (you pay $36 per month) or transit pass
• Wellness reimbursement

Coldstream is committed to inclusion and diversity. To us, diversity means employing team members of different races, genders, ages, physical abilities, national origins, religions, sexual orientations, ethnicities, political ideologies, educational and military backgrounds, and more. We welcome, support, and respect all team members, and we value the wide variety of experiences, opinions, and talents that they bring to the company. As we grow, we continue to cultivate an environment in which all team members’ perspectives and contributions are treated with respect, and every individual feels confident that they belong and are empowered to be their best.