Office Administrator

Sullivan Financial Advisors; Essex (CT); On-site; USD 31,000 - 47,000; Part time

Benefits offered by this job

Health insurance

Vision insurance

Dental insurance

Paid time off

Safe harbor 401(k)

Job summary

Sullivan Financial Advisors, a CT shoreline firm, seeks an Office Administrator to support daily operations and client services. This role focuses on calendar, CRM data, onboarding coordination, and general admin tasks in a small team environment.

Ideal candidates are tech-savvy, organized, and detail-oriented, with experience in MS Office, CRM systems, and basic client communication. Flexible hours, competitive benefits, and a collaborative team culture await.

Qualifications

• Proficient with MS Office/Teams; capable of Zoom video meetings.
• Experience with CRM platforms (Redtail preferred; others ok).
• Comfort with multiple fintech tools and online marketing basics.

Responsibilities

• Provide general administrative support and calendar management.
• Coordinate client onboarding, meetings, and event logistics.
• Maintain client records in CRM and handle basic data entry tasks.
• Support travel planning and expense documentation as needed.
• Assist with client communication programs and templates.

Skills

Tech savviness

Client service mindset

Time management

Tools

Microsoft Office + Teams

Zoom

90.io

Redtail CRM

Envestnet

Tamarac

Schwab

Constant Contact

WordPress

Job description

Sullivan Financial Advisors, a 20-year-old business whose purpose is about life at maximum potential, welcomes you.

We all work together towards a goal of bringing in 1 billion in assets under management within the next 10 years.

We specialize in holistic financial planning , our sweet spot. If you want to belong to a team that does that well every day, this company’s a great fit for you.

Our clients are fun, open-minded Connecticut shoreline women, 40-55, head of household and decision-makers, with $1M+ investable assets. If you have experience working with this type of client – or want that experience – this role will be a great fit.

You will love it here if these things resonate with how you show up:

• Doesn’t Give Up. Committed to finding solutions for both clients and team members, going above and beyond to deliver results. Takes ownership of both successes and setbacks—when setbacks happen, they become teaching moments. Uses the Experience Transformer to turn challenges into positive learning opportunities, enhancing processes for the future.
• Positive + Fun: Maintains an upbeat attitude that creates a comfortable and relaxed atmosphere, contagious to both clients and colleagues. Fosters a fun work environment, even in high-stress situations, to help clients feel at ease when they may be overwhelmed.
• Problem Solver / Innovative: Proactively seeks solutions independently before consulting leadership, bringing creativity and innovation to client experience and company efficiency. Stays current with industry trends and technology, constantly seeking ways to improve and implement with the team.
• Great With People / Client-Centric: Naturally engaging with clients, prospects, industry colleagues, and team members, fostering a positive and fun environment. Builds strong, long-terms relationships and ensures a client-centric approach is always a priority.
• Eager (to grow + jump in): Committed to both personal and professional growth, readily takes on new challenges with a proactive, positive attitude. In a small firm, demonstrates a willingness to jump in wherever needed to keep the team on track and ensure client success.
• Empowered: Creates an environment where clients and team members feel supported to take initiative and develop skills. Empowers clients with the knowledge and confidence to manage their financial futures, making informed decisions independently.
• Sees it through to the end: Follows through on tasks, consistently delivering on commitments. Always does what they say they will do, ensuring reliability and trustworthiness in every project.

You’ll love coming to work every day if you get, want, and have the capacity to do:

OFFICE ADMINISTRATOR ROLE DESCRIPTION

Sullivan Financial Advisors, a 20-year-old business whose purpose is about life at maximum potential, welcomes you.

We all work together towards a goal of bringing in 1 billion in assets under management within the next 10 years.

We specialize in holistic financial planning , our sweet spot. If you want to belong to a team that does that well every day, this company’s a great fit for you.

Our clients are fun, open-minded Connecticut shoreline women, 40-55, head of household and decision-makers, with $1M+ investable assets. If you have experience working with this type of client – or want that experience – this role will be a great fit.

You will love it here if these things resonate with how you show up:

• Doesn’t Give Up. Committed to finding solutions for both clients and team members, going above and beyond to deliver results. Takes ownership of both successes and setbacks—when setbacks happen, they become teaching moments. Uses the Experience Transformer to turn challenges into positive learning opportunities, enhancing processes for the future.
• Positive + Fun: Maintains an upbeat attitude that creates a comfortable and relaxed atmosphere, contagious to both clients and colleagues. Fosters a fun work environment, even in high- stress situations, to help clients feel at ease when they may be overwhelmed.
• Problem Solver / Innovative: Proactively seeks solutions independently before consulting leadership, bringing creativity and innovation to client experience and company efficiency. Stays current with industry trends and technology, constantly seeking ways to improve and implement with the team.
• Great With People / Client-Centric: Naturally engaging with clients, prospects, industry colleagues, and team members, fostering a positive and fun environment. Builds strong, long-terms relationships and ensures a client-centric approach is always a priority.
• Eager (to grow + jump in): Committed to both personal and professional growth, readily takes on new challenges with a proactive, positive attitude. In a small firm, demonstrates a willingness to jump in wherever needed to keep the team on track and ensure client success.
• Empowered: Creates an environment where clients and team members feel supported to take initiative and develop skills. Empowers clients with the knowledge and confidence to manage their financial futures, making informed decisions independently.
• Sees it through to the end: Follows through on tasks, consistently delivering on commitments. Always does what they say they will do, ensuring reliability and trustworthiness in every project.

You’ll love coming to work every day if you get, want, and have the capacity to do:

General Administrative Tasks

• Including, but not limited to:
  • Daily mail sorting
  • Scanning files, receipts & invoices, etc.
  • Maintenance of folder and filing systems
  • Updating new account and termination logs/folders
  • Other tasks as needed
  • Conference room maintenance/meeting set up
  • Office supply maintenance
  • Vendor relationships

Client Service Support

• Support coordination of client onboarding and review meeting preparation, in alignment with Prospect Lifecycle
• Assist with client gift and appreciation programs
• Support client event planning and coordination
• Build and maintain client relationships
• Assist with client communication programs and templates

Travel & Events

• Research and book flights, hotels, and transportation
• Create detailed travel itineraries
• Coordinate conference and event registrations
• Manage travel expense documentation
• Assist with coordination of team events and client appreciation activities

Executive Support

• Calendar coordination + management
• Inbox management
• Handle confidential communications and documentation
• Assist in preparation of materials for presentations and meetings
• Coordinate with other team members and stakeholders

CRM Management + Digital File Organization

• Update and maintain client records in CRM system
• Input new client information and contact details
• Assist with data cleanup and verificationGenerate basic CRM reports as needed
• Support database maintenance projects

Required Skills & Qualifications

• Familiarity/experience with
  • Microsoft Office + Teams
  • Zoom
  • 90.io
  • Redtail CRM (preferred)
  • Envestnet, Tamarac, Schwab (preferred)
  • Constant Contact
  • WordPress
  • General technology savviness and ability to troubleshoot

We train our team to help them succeed, and everyone on our team helps with our success. In this role, you’ll be accountable to hit the following numbers each week:

• # scheduled meetings without conflicts
• % of assigned tasks completed on time, without error
• % of meetings with agenda, materials, and room prepared in advance

If you want to come to work, learn, and hit those numbers, you’ll be recognized and rewarded.

Our company runs on EOS. That means as a member of this team, you will have a leader who:

• Gives clear directions and makes sure you have the necessary tools
• Acts with the greater good in mind
• Takes time to truly understand your role and how you can help the company
• Makes their expectations clear
• Has effective meetings
• Rewards and recognizes your performance

COMPENSATION:

• approximately 25-30 hours per week at $25-30/hour dependent on experience – 5 days/week, hours flexible. Safe harbor 401(k) with company contribution, health/vision/dental insurance available, paid time off.