Administrative Assistant (aka Strategist Coordinator)

Description

The Strategist Coordinator provides high-level administrative and operational support to Advisers and Client Experience Coordinators to ensure a consistent, seamless, and exceptional client experience.

This role is responsible for client correspondence, meeting coordination, travel arrangements, CRM maintenance, operational workflows, and administrative project support. The ideal candidate thrives in a fast-paced, client-focused environment and demonstrates strong attention to detail, organization, and follow-through.

Key Responsibilities:

Administrative & Adviser Support

• Provide high-level administrative support to Advisers
• Manage internal and external calendars and scheduling
• Schedule prospect and client meetings
• Send client reminder emails and confirm materials delivery
• Coordinate and book all aspects of travel
• Preemptively set up technology for in-person and virtual meetings
• Reserve and prepare conference rooms appropriately
• Confirm Advisers have needed materials in advance of meetings
• Back up main phone line as needed
• Download and maintain monthly statements and manage annual tax document delivery

Client Operational Support

• Add and update prospect and client information in CRM and reporting systems
• Create meeting hubs and tasks (life summaries, review packs, client profiles)
• Print client folders and compile digital meeting materials
• Scan and save statements, estate documents, and records into systems
• Assist with money movements, address changes, beneficiary updates, and basic new accounts
• Run team reports upon request
• Support administrative queue and assist fellow team members as needed

Operational Excellence

• Understand internal workflows, timelines, and compliance requirements
• Follow established procedures while maintaining accuracy
• Prioritize and manage a high volume of tasks
• Self-manage workload while adapting to interruptions
• Translate verbal and written requests with an understanding of underlying intent
• Participate in ongoing training and industry education
• Maintain professional relationships with external organizations to best serve client needs

Requirements

• Strong communication and computer skills
• Exceptional attention to detail and organizational skills
• Ability to multitask and manage competing priorities
• Strong time management and deadline-driven performance
• Ability to work independently and within a collaborative team
• Professional composure in a dynamic environment
• Excellent client service orientation
• Proactive mindset with strong problem-solving abilities
• High standard of personal accountability
• Willingness to participate in coaching and continuous improvement

Preferred Qualifications

Bachelor’s degree or relevant experience

• Experience in a highly customer-focused service environment
• Project management skills