Financial Planning Operations & Administrative Associate

Financial Planning Operations & Administrative Associate

(Part-Time, 20hrs/week | Flexible Schedule | Growth Opportunity)

We are an independent fiduciary financial planning firm based in the San Francisco Bay Area. Our mission is to help individuals and families make smart, confident decisions about their money through thoughtful financial planning and investment management.

We are looking for a highly organized, proactive, and tech-savvy individual to join our team as a Financial Planning Operations & Administrative Associate. This is a hands-on role with real exposure to how a modern wealth management firm operates behind the scenes.

What You’ll Do

Client & Administrative Support

• Manage calendars, schedule meetings, and confirm appointments
• Prepare client communications and follow-ups
• Assist with new client onboarding (paperwork, tracking, organization)
• Provide high-quality client service via phone and email

Operations & CRM Management

• Maintain and update client records in CRM (Wealthbox
• Input detailed meeting notes, tasks, and workflows
• Track action items and ensure nothing falls through the cracks
• Organize and improve digital files and internal systems

Financial Planning Support

• Assist in preparing financial plans and client presentations
• Input and organize financial data into planning tools (e.g., eMoney)
• Support follow-up and implementation after client meetings

Projects & Business Support

• Assist with marketing campaigns and client outreach
• Help manage projects, timelines, and internal processes
• Identify ways to improve efficiency and workflows

What We’re Looking For Core Traits

• Extremely detail-oriented and highly organized
• Strong written and verbal communication skills
• Reliable, proactive, and accountable
• Comfortable working in a fast-paced, client-facing environment
• High level of professionalism and ability to handle confidential information

Mindset & Learning Ability (MOST IMPORTANT)

• No prior financial planning or wealth management experience required
• Strong preference for candidates with operations, administrative, or workflow-based experience
• Ability to think in terms of systems, processes, and repeatable workflows (SOP mindset)
• Naturally curious and resourceful—able to figure things out and find answers independently
• Comfortable taking ownership of tasks and improving processes over time

We can teach the technical aspects of financial planning. What matters most is how you think, organize, and solve problems.

Tech & Adaptability (VERY IMPORTANT)

• Fast learner who can quickly pick up new systems and tools independently
• Comfortable learning software through tutorials, videos, and self-guided exploration
• Able to troubleshoot and problem-solve without constant direction
• Strong general comfort with technology, apps, and digital workflows

This role is best suited for someone who enjoys learning by doing and figuring things out, not someone who requires step-by-step instruction for every task.

Nice to Have (Not Required)

• Familiarity with tools like CRM (Salesforce, Redtail, Wealthbox), eMoney, YCharts, Morningstar, and Excel
• Prior experience in admin, operations, client service, or internships

Schedule & Flexibility

• Part-time: 20 hours per week
• Flexible scheduling (ideal for candidates with daytime availability)
• Open to candidates who prefer consistent 4–5 hour workdays
• Hybrid role: WFH + Locations in Castro Valley and San Ramon, CA.

Initial 90-day trial period to ensure strong mutual fit, with the opportunity to:

• Continue part-time long-term, or
• Transition into a full-time (40 hours/week) role with expanded responsibilities

We value consistency, reliability, and long-term fit, and we’re supportive of flexible schedules when expectations are met.

Why This Role Is Valuable

• Direct exposure to financial planning and investment management
• Learn how a professional services business operates
• Build transferable skills in operations, client management, and systems
• Opportunity for long-term growth into operations or advisory roles

Who This Role May Be a Great Fit For

• Students or recent graduates interested in finance, business, or operations
• Early-career professionals looking to build real-world experience
• Individuals with administrative or operations experience seeking a flexible, part-time role
• Professionals returning to the workforce and looking for meaningful, structured work

We welcome candidates from a wide range of backgrounds who are highly organized, proactive, and eager to learn.

Compensation

• $20–$30/hour, depending on experience and skill level
• Flexible schedule
• Opportunity for growth, increased responsibility, and long-term role expansion

How to Apply (Important)

Please submit your resume along with a brief response (3–5 sentences) to the following:

“When you need to learn a new software or system on your own, what steps do you typically take?”

We are specifically looking for candidates who are comfortable learning independently, figuring things out, and adapting quickly to new tools and processes.

Equal Opportunity

We are an equal opportunity employer and welcome applicants from all backgrounds and experiences.

Work Location: Hybrid remote in San Ramon & Castro Valley, CA 94546