Administrative Coordinator

The ideal candidate will be responsible for understanding the goals of our clients and be able to oversee project strategy to project completion. By having a knowledge of emerging technologies in the area, this candidate will be able create cross-channel deliverables to clients that meet their needs.

Position Summary:

Candidate must be highly professional in appearance and demeanor, detail-oriented, self-motivated, and exceptionally organized. This role requires a high level of initiative, sound judgment, and the ability to manage multiple priorities with discretion and urgency. A strong sense of ownership over scheduling and follow-through is essential, as is the ability to communicate effectively and courteously with both clients and internal team members.

Position Overview:

The Administrative Coordinator is a key administrative support role responsible for managing advisor calendars, appointment coordination, and ensuring the efficient movement of business through the office. This position serves as a scheduling liaison between prospects, clients, and advisors—maintaining calendar integrity, coordinating meetings, confirming appointments, and ensuring timely follow-up using our CRM system.

This role directly supports the rhythm and flow of the firm's client experience by helping protect advisor time, maintain client momentum, and support proactive follow-up. The Administrative Coordinator is responsible for managing Redtail CRM activities, using Importance and Priority functions to organize tasks, and taking ownership of scheduling-related follow-through in the opportunity pipeline.

Position Requirements:

Minimum of 2 years of experience in administrative support or Administrative Coordinator role; financial services industry experience preferred

Strong organizational and time management skills with the ability to multitask

Excellent verbal and written communication skills

Proficiency in Microsoft Office Suite and familiarity with CRM platforms (Redtail preferred)

Ability to maintain discretion and confidentiality in handling client and business information

High attention to detail, especially with scheduling logistics and documentation

Professional, friendly, and proactive approach to both client and team interaction

Ability to make rule-based decisions and operate with limited supervision

Experience handling high call volume and balancing multiple scheduling priorities

Job Duties:

Coordinate and manage all advisor appointment scheduling, including client, prospect, and internal meetings

Serve as the first point of contact for scheduling-related communication via phone, email, or in person

Confirm, reschedule, or cancel appointments with professionalism and accuracy

Maintain advisor calendar integrity by accounting for meeting prep time, internal priorities, and advisor availability

Utilize Redtail CRM to enter and manage activities, log interactions, and assign tasks based on Importance and Priority

Monitor advisor pipelines to ensure timely follow-up and scheduling continuity

Support internal communication between service team members and advisors to keep scheduling aligned with business needs

Maintain accurate and current client contact records and notes

Respond to scheduling-related calls and inquiries in a timely and professional manner

Contribute to the continuous advancement of the firm by participating in technology improvements, streamlining administrative systems, and supporting the development of efficient scheduling and communication processes

Assist the Managing Director and Director of Business Administration with internal projects, documentation, and follow-through

Serve as a communication or coordination liaison as needed between departments, advisors, and staff to ensure clarity, alignment, and execution of day-to-day workflows

Assist with administrative projects and tasks as assigned