Financial Services Administrative Assistant

Carlton Investment Services Group, LLC; BLOOMINGTON (MN); On-site; USD 40,000 - 55,000; Full time

Job summary

Carlton Investment Services Group, LLC is seeking a dependable Financial Services Administrative Assistant to support the advisor with paperwork, account maintenance, scheduling, and daily operations.

The role focuses on behind-the-scenes organization and client service, not on developing financial plans. On-site work in West Bloomington, MN is required, with a chance to work with various custodians and software tools used in the field.

Qualifications

• At least 2 years of experience supporting a financial advisor or wealth manager in an admin or client service role.
• Familiarity with financial terminology and account information is required.
• Strong written and verbal communication skills are essential for client interactions.
• Ability to maintain confidentiality when handling sensitive client data.
• Demonstrated dependability, organization, and ability to work independently.
• Full-time on-site work in West Bloomington, MN is required.

Responsibilities

• Prepare, process, organize, and maintain client paperwork and account documentation.
• Assist with new account openings and routine account maintenance.
• Assist with paperwork related to transfers, distributions, beneficiary changes, and routine service requests.
• Coordinate paperwork with custodians, insurers, and outside service providers.
• Maintain accurate client records in the CRM and firm systems.
• Prepare routine reports, correspondence, and materials for client meetings.
• Respond to routine client requests professionally and promptly.
• Schedule client meetings, manage calendars, and coordinate logistics.
• Answer incoming calls and support day-to-day office needs.
• Manage the firm's social media and assist with basic content posting.
• Handle confidential client and financial information with professionalism.

Skills

Financial terminology knowledge

Client service experience

Written and verbal communication

Confidentiality

Independent work

On-site work readiness

Education

Associate's or Bachelor's degree in business/finance

Tools

Schwab Advisors Center

DocuSign

Redtail CRM

RightCapital

AIX

FireLight LUMA

Job description

About the Company

Carlton Investment Services Group, LLC provides personalized financial guidance to individuals, families, business owners, and high-net-worth clients. We take a customized approach to financial planning and investment management and take pride in offering creative planning strategies and access to financial products and solutions that may not be available through many other firms. In addition, we provide retirement plan services and manage 401(k) plans for employers.

About the Position

We are seeking a dependable, highly organized, and detail-oriented Financial Services Administrative Assistant to join our team. The ideal candidate enjoys working behind the scenes and takes pride in keeping the advisor's office organized and running efficiently. This is an administrative and client service position supporting the financial advisor with paperwork, account maintenance, scheduling, and other day-to-day operational needs.

Please note:

This is not a financial advisor, financial planning, or sales position. The person in this role will not be responsible for developing financial plans or providing financial advice.

Role Responsibilities

• Prepare, process, organize, and maintain client paperwork and account documentation
• Assist with new account openings and routine account maintenance
• Assist with paperwork related to account transfers, distributions, beneficiary changes, and other routine account service requests
• Coordinate paperwork and service requests with financial custodians, insurance companies, and other outside service providers
• Maintain accurate and up-to-date client records in the CRM and other firm systems
• Prepare routine reports, correspondence, forms, and materials for client meetings
• Respond to routine client requests in a professional and timely manner
• Schedule client meetings, manage calendars, and coordinate meeting logistics
• Answer incoming phone calls and assist with general office administration and day-to-day office needs
• Manage the firm's social media and assist with basic content posting and updates
• Handle sensitive client and financial information with a high level of confidentiality and professionalism

Required Qualifications

• At least 2 years of experience in a financial services position supporting a financial advisor or wealth manager in an administrative or client service capacity
• Working knowledge of financial services terminology and financial account information
• Strong written and verbal communication skills
• Strong computer skills and comfort learning and using multiple software systems
• Ability to maintain confidentiality when handling sensitive client and financial information
• Dependable, organized, and able to work independently while supporting the broader team
• Ability to work full-time and on-site in West Bloomington, MN

Preferred Qualifications

• Experience working with financial custodians or account service providers, such as Charles Schwab or similar financial institutions
• Experience with financial services software such as Schwab Advisors Center, DocuSign, Redtail, RightCapital, AIX, or FireLight LUMA.
• Associate's or bachelor's degree in business, finance, administration, or a related field

Salary Offered

Based on experience and qualifications