Financial Services Administrative Assistant

Job Description

Job Description

Are you a supportive, detail-oriented professional with a passion for processes and office operations? Do you thrive in a role where organization and relationship building are essential? Smith-Kastner is seeking someone with these qualities to join us as an Client Services and Operations Administrator in Opelika, Alabama. If you’re a supportive, social, multitasker who thrives in a fast-paced environment and has a keen eye for detail, join us and help keep our team organized and connected.



Company Overview:

Smith-Kastner Wealth Management is a full-service financial planning firm with over 50 years of combined experience. At Smith-Kastner Wealth Management, we truly believe in a comprehensive and holistic approach to financial planning. Our advisors have gone above and beyond the basic licensing and education requirements to obtain professional credentials that cover all areas of financial planning, including insurance, investing, estate planning, and tax guidance.

We are the only firm in the Auburn-Opelika area that has a dedicated estate planning attorney in our office. We believe we are unique in this respect, and our holistic approach to wealth management gives our clients an advantage that cannot be easily found elsewhere.



Job Description:

We are seeking an outstanding individual to fill the role of Client Services and Office Administrator, which entails interacting with affluent clients, professional advisors, and their offices. This individual will play a crucial role in maintaining our practice’s exceptional standards, requiring polished professionalism, exemplary communication skills, comfort with technology, and experience in a professional environment.



Key Responsibilities & Essential Duties

• Deliver exceptional customer service to clients and professional advisors both in person and remotely, ensuring a positive first impression and ongoing experience.
• Manage all forms of communication—phone calls, emails, and digital platforms—with professionalism and accuracy, directing inquiries to the appropriate party.
• Coordinate and manage calendars, appointments, calls, meetings, conferences, and travel arrangements for the Owner/CEO and team members.
• Support insurance producers and the broader team in day-to-day activities, exercising independent judgment to prioritize competing demands.
• Maintain meticulous records for accounts payable and receivable, organize electronic files, and ensure compliance with industry standards.
• Handle invoicing, expense reports, compliance submissions, and occasionally assist with event planning and logistics for client relationship-building activities.
• Prepare and send weekly emails, update content across technology platforms, and report engagement results to leadership.
• Edit and manage correspondence, unlock PDFs, review data entry, and maintain pipeline reports for operational efficiency.
• Serve as the primary point of contact for office vendors (FedEx, UPS, USPS, shredding services) and manage office supplies and mail distribution.
• Oversee sponsorships, membership renewals, and conference/exhibit planning for the firm.
• Support marketing efforts by drafting/editing social media posts, sending invitations, and updating the company website.
• Foster a collaborative and inclusive work environment by coordinating office events, staff luncheons, and employee celebrations.

Core Competencies:

• Exceptional verbal and written communication skills.
• Polished and professional demeanor.
• Strong organizational skills with attention to detail.
• Comfort with technology and digital platforms.
• Self-motivation and discipline.
• Proactive approach with the ability to prioritize.
• Ability to work effectively in a fast-paced, dynamic environment.

Experience and Education:

• Associate’s degree is preferred.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Proven experience in QuickBooks required.
• Familiarity with clientele and professional advisors is a plus.