Administrative Assistant

Underhill Financial Advisors, LLC; Tucson (AZ); On-site; USD 42,000 - 54,000; Full time

Job summary

Underhill Financial Advisors, LLC seeks an Administrative Assistant to support Wealth Advisors and associates by ensuring precise, professional client interactions. You will coordinate meetings, assemble reports, and manage tasks while maintaining clear communication between clients, advisors, and custodians.

The role emphasizes attention to detail and accuracy in a fast-paced environment, with a focus on nurturing client relationships for families, business owners, and professionals seeking

Qualifications

• Strong attention to detail and high accuracy in a dynamic environment.
• Excellent communication between clients, advisors, and custodians.
• Proactive organization and task management in a client‑facing role.

Responsibilities

• Assist with creating client meeting agendas, assembling reports, and preparing supporting documentation.
• Track client documents for investment accounts and insurance contracts, new accounts, transfers, and change requests.
• Deliver outstanding client service through timely communication and follow-up.
• Run performance reports and organize meeting packets for advisor reviews.
• Coordinate scheduling, send meeting reminders, and manage Zoom links and calendar invites.
• Maintain organized electronic filing of documents and client items.
• Order and manage office supplies, mail, and general office upkeep.
• Maintain spreadsheets and logs for office and building maintenance.
• Support the advisor team with administrative tasks and follow-ups from post‑meeting action items.
• Assist in the creation and distribution of client newsletters and mailings.
• Help plan and execute client appreciation events, educational workshops, and webinars.

Skills

Attention to detail

Communication

Organization

Calendar coordination

Tools

Zoom

Job description

The primary responsibility of the Administrative Assistant (AA) will be to work closely with the firm’s Wealth Advisors and associates to ensure every client interaction is handled with precision, professionalism, and warmth. You’ll coordinate meetings and reports, assist with ongoing task management for the Firm, and maintain communication between clients, advisors, and custodians.

This position is ideal for someone who thrives in a detail-oriented environment and takes pride in supporting meaningful client relationships. You’ll play a helpful role in providing families, business owners, and professionals gain confidence and clarity in their financial lives.

They will be required to have a strong attention to detail, a high degree of accuracy, and be able to work efficiently in a highly dynamic work environment.

Key Responsibilities

Client Service & Support

• Assist with creating client meeting agendas, assembling reports, and preparing supporting documentation.
• Track client documents for investment accounts and insurance contracts, new accounts, transfers, and change requests.
• Deliver outstanding client service through timely communication and follow-up.
• Run performance reports and organize meeting packets for advisor reviews.
• Coordinate scheduling, send meeting reminders, and manage Zoom links and calendar invites.

Office Administration

• Maintain organized electronic filing of documents and client items.
• Order and manage office supplies, mail, and general office upkeep.
• Maintain spreadsheets and regular logs for office and building maintenance.
• Support the advisor team with administrative tasks and follow-ups from post-meeting action items.

Marketing & Event Coordination

• Assist in the creation and distribution of client newsletters and mailings.
• Help plan and execute client appreciation events, educational workshops, and webinars.