Executive Assistant

Summit Solutions; Rancho Cucamonga (CA); On-site; USD 67,050 - 81,950; Full time

Job summary

Summit Solutions is seeking an organized Executive Assistant to work directly with a Financial Advisor, providing personalized administrative and operational support. You will coordinate daily activities, manage client communications, oversee scheduling, and move key projects forward, enabling the advisor to focus on clients.

This role requires meticulous attention to detail, proactive problem solving, and the ability to build strong working relationships.

Qualifications

• Strong verbal and written communication skills.
• Proficient with Excel or Google Sheets.
• Excellent organizational abilities and attention to detail.
• Able to manage multiple tasks with deadlines.

Responsibilities

• Manage and maintain client tracking systems, spreadsheets, and internal databases to ensure information remains accurate and current.
• Contact insurance carriers and financial institutions to obtain updates regarding applications, underwriting, policies, and service requests.
• Coordinate appointment scheduling while managing the advisor's calendar to maximize productivity.
• Send appointment reminders, confirmations, and follow-up communications through phone, email, and text messaging.
• Monitor outstanding cases and tasks, ensuring deadlines are met and next steps are completed promptly.
• Record thorough notes from conversations with clients, carriers, and business partners to maintain organized documentation.
• Assist with preparing materials, gathering information, and completing administrative tasks that support client meetings.
• Help maintain efficient office operations by organizing workflows, prioritizing assignments, and supporting day-to-day business activities.

Skills

Verbal communication

Written communication

Organizational skills

Multitasking

Independent work

Problem-solving

Tools

Microsoft Excel

Google Sheets

Job description

We are seeking a highly organized and proactive Executive Assistant to work directly alongside a Financial Advisor, providing personalized administrative and operational support. This position is centered around partnering with one advisor rather than supporting an entire office, making it an ideal opportunity for someone who enjoys building strong working relationships and helping others stay productive and organized. As the advisor's primary support person, you'll help coordinate daily activities, manage client communications, oversee scheduling, and keep important projects and follow-up tasks moving forward. Your attention to detail and ability to anticipate needs will play a vital role in delivering an exceptional client experience while allowing the advisor to focus on serving clients. If you're someone who enjoys staying organized, communicating professionally, and taking ownership of responsibilities, this role offers an excellent opportunity to grow within the financial services industry.

Position Type: Full-Time or Part-Time (Flexible Based on Availability)

Responsibilities

• Manage and maintain client tracking systems, spreadsheets, and internal databases to ensure information remains accurate and current
• Contact insurance carriers and financial institutions to obtain updates regarding applications, underwriting, policies, and service requests
• Coordinate appointment scheduling while managing the advisor's calendar to maximize productivity
• Send appointment reminders, confirmations, and follow-up communications through phone, email, and text messaging
• Monitor outstanding cases and tasks, ensuring deadlines are met and next steps are completed promptly
• Record thorough notes from conversations with clients, carriers, and business partners to maintain organized documentation
• Assist with preparing materials, gathering information, and completing administrative tasks that support client meetings
• Help maintain efficient office operations by organizing workflows, prioritizing assignments, and supporting day-to-day business activities

Qualifications

• Excellent verbal and written communication skills with a professional and courteous demeanor
• Comfortable speaking with clients, insurance companies, and business partners by phone and email
• Experience using Microsoft Excel, Google Sheets, or similar spreadsheet software
• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple responsibilities while maintaining accuracy and meeting deadlines
• Self-motivated, dependable, and capable of working independently with minimal supervision
• Strong problem-solving skills and the ability to adapt in a fast-paced environment
• Interest in financial services and a willingness to learn new systems, processes, and industry knowledge

Compensation

Compensation: $74,500 per year