Administrative Assistant

Lighthouse Financial Advisors, Inc.; Red Bank (NJ); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical insurance

401(k)

Profit sharing

Paid time off

Job summary

Lighthouse Financial Advisors, Inc. in Red Bank, NJ is seeking a warm Administrative Assistant to be the welcoming first contact for clients and to help keep the office running smoothly.

You will coordinate schedules, answer phones, prepare mailings, and support day-to-day client needs in a collaborative wealth management and tax planning environment. This hands-on role offers variety and professional growth.

Qualifications

• Warm, professional communication and interpersonal skills.
• Energetic, proactive, and can-do attitude.
• Strong organizational skills with the ability to manage multiple tasks and processes efficiently.
• Ability to thrive in a deadline-driven environment, including tax season.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Experience with scheduling and calendar management.
• Client-facing experience preferred.
• Reliable, punctual, and detail-oriented.

Responsibilities

• Serve as a welcoming first point of contact for clients in person and by phone, providing a professional and helpful office experience.
• Manage scheduling, appointments, and calendar coordination for advisors and clients.
• Monitor, triage, and respond to emails on behalf of the team as appropriate.
• Answer and direct incoming phone calls; take accurate messages and follow up as needed.
• Attend and support client meetings, including preparing materials and assisting with follow-up.
• Collaborate with the Director of Client Outcomes and Advisory team on daily operations and special projects.
• Prepare and process routine client correspondence, forms, and various custodial paperwork.
• Maintain accurate client information, activity notes, and tasks within the firm’s CRM system.
• Scan, organize, and maintain client records and documents in accordance with firm procedures and confidentiality standards.
• Handle general office administration, including mailings, shipping, filing, supply inventory, and occasional local errands.

Skills

Interpersonal skills

Organizational skills

Deadline-driven

Microsoft Office

Scheduling

Client-facing experience

Punctuality

Job description

About Our Firm

Lighthouse Financial Advisors, Inc. is a comprehensive, fee-only wealth management and tax planning firm serving clients from our Red Bank, NJ office. For more than 25 years, we have provided comprehensive, personalized guidance across financial planning, investments, and tax preparation - all under one roof.

As a fiduciary practice, we are committed to acting in our clients' best interests at all times. Our team takes a thoughtful, relationship-driven approach to helping clients navigate important financial decisions and we value professionalism, accountability, collaboration and genuine client service.

The Opportunity

We are seeking a warm, polished Administrative Assistant to serve as a welcoming first point of contact for our clients and help keep our office running smoothly. This role is ideal for someone who enjoys being organized, helping others, and taking pride in the details that make a professional office function well - from coordinating schedules and answering phones to preparing mailings and supporting day-to-day client needs.

You will work closely with our Director of Client Outcomes and Financial Planning team in a collaborative, client-focused environment. While this is a hands-on administrative role, it offers variety in the workday and exposure to the operations of a comprehensive wealth management and tax planning firm.

Primary Responsibilities

• Serve as a welcoming first point of contact for clients in person and by phone, providing a professional and helpful office experience
• Manage scheduling, appointments, and calendar coordination for advisors and clients
• Monitor, triage, and respond to emails on behalf of the team as appropriate
• Answer and direct incoming phone calls; take accurate messages and follow up as
• Attend and support client meetings, including preparing materials and assisting with follow-up
• Collaborate with the Director of Client Outcomes and Advisory team on daily operations and special projects
• Prepare and process routine client correspondence, forms, and various custodial paperwork.
• Maintain accurate client information, activity notes, and tasks within the firm’s CRM system
• Scan, organize, and maintain client records and documents in accordance with firm procedures and confidentiality standards
• Handle general office administration, including mailings, shipping, filing, supply inventory, and occasional local errands

Skills & Qualifications

• Warm, professional communication and interpersonal skills
• Energetic, proactive, and can-do attitude
• Strong organizational skills with the ability to manage multiple tasks and processes efficiently
• Ability to thrive in a deadline-driven environment, including tax season
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Experience with scheduling and calendar management
• Client-facing experience preferred
• Reliable, punctual, and detail-oriented
• Financial services or professional office experience preferred

Hours & Compensation

• Monday-Friday, 8:45 AM - 5:00 PM (full-time)
• Paid overtime during tax season
• Competitive compensation commensurate with experience
• Medical insurance, 401(k), profit sharing, and paid time off

Lighthouse Financial Advisors, Inc. is an equal opportunity employer.