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Executive Assistant

California Financial Advisors

2303 Camino Ramon, Suite 230, San Ramon, CA 94583, USA




Full Time

Opportunity Length:

Deadline to Apply:


March 2022

About the Role

This administrative support position is a full-time, salaried position.

  • Manage and maintain advisor’s schedule

  • Prepare reports, memos, letters, financial statements and other documents, using Word, Excel and databases

  • Track all communication with clients, custodians and third-party administrators in Client Relationship Management software (ACT!)

  • Read and analyze incoming emails, voicemails, memos, statements, letters, and reports in order to determine their significance and coordinate their accomplishment

  • Open, sort, and process incoming correspondences, including faxes and email

  • File and retrieve documents, records, and reports (recent paperless office – Laserfiche)

  • Communicate with clients through telephone, email to coordinate appointments, answer general questions, and ascertain what questions the advisor must address with the clients

  • Prepare paperwork for various financial and client-related transactions, working closely with custodians and third party administrators (Charles Schwab and Fidelity Investments) to safeguard accuracy

  • Track all financial and client-related paperwork, following up with clients to ensure timeliness and adherence to deadlines

  • 3+ years prior administrative/client service experience; preferably supporting a financial advisor and working directly with clients

  • A minimum of 5 years total work experience

  • Excellent verbal and written communication skills as well as critical thinking skills

  • Proficiency in Microsoft Office Suite – particularly Word and Outlook

  • Excellent computer aptitude: ability to learn new software and systems quickly (we use Laserfiche, Naviplan, Morningstar, PortfolioCenter, Schwab Institutional, WealthScape, LaserApp and Assemblage, and others)

  • Experience using CRM; we use ACT

About you –

You are a conscientious, detail-oriented, calm, and professional individual. You are easily able to adjust to regularly shifting priorities and are comfortable with and are effective at identifying high-priorities and pivoting your workflow to accomplish first-priority tasks, as well as other tasks within deadlines. These are the skills we are looking for:

  • You are comfortable with and excel at communicating on the phone with clients, vendors, and other advisors and coworkers; you are skilled at giving clear and concise instructions.

  • You excel at being organized; you follow a procedure the same way every time, even when interrupted with a higher priority, you return to your original task with the same order and process.

  • You have exceptional verbal and written communication skills

  • You are able to listen to clients and vendors/custodians to ascertain what questions are being asked and are comfortable with asking follow-up questions to ensure that you understand what they want and will work towards finding resolution

  • You are a self-starter and are comfortable asking questions when you do not understand something

  • You value and ensure accuracy and pay special attention to details in your work

  • You are able to follow already set up protocol and procedures to make sure that everyday tasks, special projects, and emerging high priority tasks are tracked, documented, and completed

  • You work well with others, exhibiting a friendly and patient approach with various personalities

  • You are able to complete certain tasks that are tied to a set time (e.g. within market open hours)

  • You work well on your own, but you are also very comfortable asking for a coworker to help you if they are in the office and you are not

About the Company

California Financial Advisors, CFA, is an equal opportunity employer. 

CFA is a fiduciary investment advisory firm that specializes in retirement planning and investment supervisory services. CFA, values a long-term investment approach while catering to the unique needs of all its clients. As a fiduciary firm, CFA conducts all business practices solely in each client’s best interest. CFA has been able to grow and succeed while maintaining relationships that go beyond the quantitative data.

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