Executive Assistant / Client Operations Coordinator

Phoenix Wealth Management, PLLC Remote (Preference for Arizona / MST Time Zone) Part-Time to Full-Time | 9:00 a.m. – 3:00 p.m. MST, Monday–Thursday

About Phoenix Wealth Management

Phoenix Wealth Management, PLLC is an independent financial advisory firm based in Scottsdale, Arizona. We specialize in bespoke investment and insurance solutions, tailored to each client’s unique goals and financial landscape.

With over 25 years of experience in wealth management, our firm is grounded in integrity, trust, and a hands-on approach to client care. We don’t believe in one-size-fits-all strategies, we craft customized solutions that align with every client’s aspirations.

The Opportunity

We’re looking for a highly organized, resourceful, and dependable Executive Assistant / Client Operations Coordinator to work directly with the President & CEO, supporting both the investment and insurance sides of the business.

This is a unique opportunity to join a growing firm and become the right-hand person to a trusted wealth manager. You’ll play a vital role in ensuring our client experience is seamless, operations run smoothly, and nothing falls through the cracks.

It’s a role for someone who loves to bring order to chaos, thrives in a fast-paced environment, and takes pride in being the “go-to” person who keeps everything moving.

What You’ll Do

Manage client records, communications, and follow-ups within our CRM system.
Coordinate with the back office to ensure all client applications, transfers, and documents are completed accurately and on time.
Handle data entry and financial statement uploads into tools such as Kwanti and Retirement Analyzer and Drake Tax Software.
Monitor daily punch lists (e.g., distributions, RMDs, client gifts, pending paperwork).
Prepare and send professional client communications and follow-ups.
Maintain strong systems for tracking tasks, progress, and deadlines.
Collaborate directly with the CEO to anticipate needs, manage workflows, and enhance client experience.
Learn and manage new financial platforms as the firm grows, training provided.

Who You Are

Exceptionally organized, dependable, and detail-oriented.
A proactive problem solver, you don’t wait to be told what to do; you figure it out.
Tech-savvy and comfortable learning new software quickly.
Calm under pressure and capable of juggling multiple priorities.
Professional, discreet, and confident handling sensitive financial information.
Passionate about providing excellent service and growing with a small, high-performing team.

Qualifications

Required:

3+ years of administrative, client service, or operations experience (financial services preferred).
Strong proficiency in Microsoft Office Suite (Excel, Outlook, Word).
Excellent communication skills, both written and verbal.
Ability to work independently with minimal supervision.
Strong sense of ownership and accountability.

Preferred (but not required):

Background in financial advising, insurance, or investment operations.
Familiarity with CRM systems (e.g., Wealthbox, Redtail, Salesforce).
Experience with financial tools such as Kwanti or Retirement Analyzer and Drake Tax Software.
Active Life/Health Insurance License, or willingness to obtain (licensing costs covered).

Growth Opportunities

Support for Life & Health Insurance Licensing (paid by firm).
Potential to pursue securities licensing (Series 66) as the firm expands.
Exposure to investment management, financial planning, and client strategy.
Work directly with a CEO and learn the inner workings of an independent wealth management practice.

Why You’ll Love Working Here

You’ll be joining a boutique firm that values people, relationships, and integrity just as much as results. You won’t be treated like “just an assistant” you’ll be a core part of how the business operates and grows.

You’ll have autonomy, flexibility, and the chance to truly make an impact, supporting a leader who values initiative, collaboration, and trust.

Job Type: Part-time

Pay: $25.00 - $30.00 per hour

Expected hours: 25 per week

Work Location: Remote

Phoenix Wealth Management, PLLC

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Executive Assistant / Client Operations Coordinator