Executive Office Administrator

allworthfinancial; Indianapolis (IN); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Flexible working arrangements

401K contributions

Paid time off

Holidays

Equity participation

Job summary

Allworth Financial in Indianapolis, IN is seeking an Executive Office Administrator to join our client service team. This full-time, non-exempt role requires welcoming clients, managing calendars, and supporting executives with daily administration.

We value an organized, proactive professional with strong communication skills and a passion for service quality. The position offers in-office work five days a week and opportunities to improve processes and efficiency.

Qualifications

• Excellent organizational and multitasking skills.
• Strong interpersonal and communication abilities.
• Proficiency in office software and technology.
• Ability to work independently and as part of a team.
• Attention to detail and commitment to quality.
• Passion for excellent service and client satisfaction.
• Excellent verbal and written communication skills.
• 5+ years of general administration and phone experience preferred.
• Flexibility and embraces change.
• High degree of professionalism.
• BS/BA degree or equivalent work experience preferred, but not required.
• High School Diploma or GED required.

Responsibilities

• Deliver exceptional service experiences by greeting and assisting clients and guests, addressing their service requests, and managing appointments with professionalism.
• Receive and route all deliveries; handle daily mail; prepare internal mail for distribution.
• Regularly clean and maintain conference rooms for meetings and events.
• Oversee calendars for advisors, ensuring appointments are scheduled and prepared with necessary materials.
• Prepare and stock refreshments daily for staff and clients.
• Direct incoming client phone calls to appropriate departments and ensure efficient communication flow.
• Monitor and restock office supplies to maintain inventory.
• Address facilities-related issues and keep the office well-functioning.
• Provide general executive administrative support and prepare materials for senior leadership.
• Proactively suggest and implement process improvements to enhance efficiency.
• Maintain a high standard of work quality and professionalism.
• Demonstrate a proactive attitude and initiative.

Skills

Organizational skills

Multitasking

Interpersonal skills

Office software

Independent work

Detail oriented

Communication skills

Adaptability

Professionalism

Education

Bachelor's degree preferred

High School Diploma or GED required

Tools

Microsoft Office

Calendar software

Job description

Allworth Financial ( www.allworthfinancial.com ) is an independent investment financial advisory firm that specializes in retirement planning, investment advising, and 401(k) management with a direct approach to financial planning. Allworth Financial delivers long- and short-term investment planning solutions and advice to help clients achieve their goals and plan strategically for retirement.

Allworth Financial is a high growth, private equity backed, multi branch Registered Investment Advisor. Founded in Sacramento, California, in 1993 Allworth is primarily a fee-based, employee-centric fiduciary advisory firm, that prides itself on emphasizing client well‑being and education. The business is a multi‑billion dollar firm and is on track for continued growth through both acquisitions and strong organic growth. Allworth is considered a great place to work and was once again given the prestigious "Circle of Excellence" award by the National Business Research Institute for employee and client satisfaction in 2021, placing it among the best‑loved brands in America. Allworth Financial was also recognized as a Barron's Top 40 RIA in 2024.

SUMMARY:

Our Client Service Department consistently strives for service excellence. The Executive Office Administrator is a critical role and we are looking for someone who is outgoing, friendly, organized and committed to providing our clients and advisors with an exceptional customer service experience.

This position requires 5 days of in-office work in our Indianapolis, IN office. This is a full-time, non-exempt position.

DUTIES AND RESPONSIBILITIES:

• Client Interaction: Deliver exceptional service experiences by greeting and assisting clients and guests, addressing their service requests, and managing appointments with professionalism.
• Reception and Mail Management: Receive and route all deliveries to the appropriate recipients. Handle daily mail by receiving, opening, sorting, and preparing internal mail for distribution.
• Conference Room Maintenance: Regularly clean and maintain conference rooms to ensure they are ready for meetings and events.
• Calendar Management: Oversee and coordinate calendars for advisors, ensuring all appointments are scheduled, confirmed, and supported with necessary materials.
• Office Refreshments: Prepare and stock refreshments daily. Provide snacks, beverages, and meals as needed for office staff and clients.
• Phone and Communication Management: Direct incoming client phone calls to the appropriate departments and ensure efficient communication flow within the office.
• Office Supplies Management: Monitor and manage office supplies, ensuring inventory levels are maintained and restocked as needed.
• Facilities Assistance: Assist with addressing facilities-related issues and tasks, ensuring a well‑functioning and comfortable office environment.
• Administrative Support: Provide support to Operations and Client Service teams with various administrative duties and tasks.
• Executive Support: Provide general executive administrative support, including scheduling, correspondence, coordination, and preparation of materials for senior leadership as needed
• Process Improvement: Proactively suggest and implement process improvements to enhance efficiency and effectiveness within the office.
• Quality Focus: Maintain a high standard of work quality and accuracy, consistently demonstrating Allworth's guiding principles.
• Proactive Attitude: Embrace a go-getter attitude, taking initiative and demonstrating a strong commitment to excellence in all aspects of the role.

QUALIFICATIONS:

• Excellent organizational and multitasking skills
• Strong interpersonal and communication abilities
• Proficiency in office software and technology
• Ability to work independently and as part of a team
• Attention to detail and commitment to quality
• Passion for excellent service and client satisfaction
• Excellent verbal and written communication skills
• 5+ years of general administration and phone experience preferred
• Flexibility and embraces change
• High degree of professionalism
• BS/BA degree or equivalent work experience preferred, but not required
• High School Diploma or GED required

BENEFITS

• Medical: Blue Shield (PPOs and HDHP with HSA) plans and Kaiser (HMO) plans for California associates
• Dental insurance with MetLife
• Vision insurance with VSP
• Optional supplemental benefits
• Healthcare savings accounts with company contribution
• Flexible spending accounts
• Flexible working arrangements
• Generous 401K contributions
• Exempt associates qualify for our flexible paid time off policy
• Non-Exempt associates will receive 15 days of paid time off annually during the first three years of employment
• 11 Paid Holidays
• Option to participate in our Equity Purchase Program (Contract, intern, and part-time employees are not