Associate Paraplanner - Executive Coordinator

Cornerstone Advisors - Ensure You'll Endure™; Allentown (Lehigh County); On-site; USD 50,000 - 75,000; Full time

Job summary

Cornerstone Advisors seeks an Associate Paraplanner - Executive Coordinator to act as the primary support for the CEO/President and to help manage the daily office operations. The role blends paraplanning tasks with executive assistance and administrative duties to ensure a smooth, client-focused workflow.

The ideal candidate is highly organized, proactive, and collaborative, capable of balancing multiple priorities while upholding Cornerstone Advisors' culture and client experience.

Qualifications

• Bachelor's degree required; advanced degree and/or certifications preferred.
• Proven experience providing operational support to a professional individual or team.
• Background in Estate Planning, Financial Services, Insurance, or related professional services.

Responsibilities

• Manage CEO/President's calendar and client meetings; prep as needed.
• Coordinate internal and external meetings; organize emails and notes.
• Prepare basic planning materials and client data for paraplanning tasks.
• Support billing processes and client billing correspondence; track time entries.
• Maintain CRM data accuracy and store firm materials for internal/client use.

Skills

Executive support

Calendar management

Email management

Billing processes

CRM data entry

Education

Bachelor's degree

Advanced degree or certifications preferred

Tools

SmartOffice CRM

Clockify

Microsoft Office

Job description

JOB SUMMARY: The Associate Paraplanner - Executive Coordinator at Cornerstone Advisors plays a key role in creating a professional, collaborative, and organized office environment that reflects our commitment to clients. Serving as the main point of contact for our CEO/President, the Associate Paraplanner - Executive Coordinator provides direct executive assistance to the CEO/President and, when time permits, supports daily administrative and operational functions of the office as needed.

The ideal candidate is highly organized, proactive, and collaborative, with the ability to balance multiple priorities while consistently delivering a positive client and team experience that embodies Cornerstone Advisors' culture.

Compensation: $50,000 - $75,000 yearly

Qualifications

• Education and Experience
• Education: Bachelor's degree required; advanced degree and/or certifications preferred, but not required.
• Experience: Proven experience providing operational support to a professional individual or team in a fast-paced office environment.
• Industry Knowledge: Background in Estate Planning, Financial Services, Insurance, or related professional services required.

Responsibilities

• Office Operations
• Closely manage the CEO/President's daily calendar, including coordinating client meetings and anticipating necessary preparation.
• Coordinate internal meetings related to external client meetings.
• Cull and organize the CEO/President's email
• Preparation of meeting notes and distribution.
• Delegation of necessary action items related to internal/external meetings.
• Proper project tracking and assistance in workflow.
• Maintaining a weekly agenda that tracks the performance of team members and their anticipated action items weekly.
• Monitor shared inboxes, including projects as needed.
• Maintain distribution lists and internal contact directories.
• Paraplanning
• Assist in the preparation of financial planning materials using predetermined, compliant templates.
• Gather and organize client data through fact-finding, questionnaires, and document requests.
• Enter client data into the CRM (SmartOffice) system with accuracy.
• Prepare basic financial planning reports, including asset summaries and insurance reviews.
• Assist with case design by preparing preliminary plan scenarios.
• Support compliance processes by ensuring that client files, disclosures, and documentation meet industry and firm requirements.
• Maintain organized digital planning files and ensure all client information is documented and updated consistently.
• Administrative Support
• Assist the Controller with billing processes and prepare client billing correspondence.
• Request and obtain financial statements from clients.
• Track time entries in Clockify.
• Technology & Systems
• Maintain and update client and prospect records in the CRM (SmartOffice); serve as internal "SmartOffice Subject Matter Expert".
• Save and organize firm materials, including articles and webinars, for internal and client use.
• Executive Support
• Provide administrative support to the CEO/President, including:
• Email management and prioritization.
• Calendar and meeting coordination.
• Travel arrangements.
• Filing and document organization.
• Drafting meeting notes and correspondence.
• Support other projects as needed, as directed by the CEO/President.
• Human Capital & Culture Support
• Order and manage Kolbe and Caliper assessments for clients and internal team use.
• Assist with Human Capital Development projects as needed.
• Other Duties
• Support general administrative needs as assigned.
• Perform backup duties for other staff as required.
• Identify opportunities to streamline processes and improve office efficiency.