Client Service Associate / Administrative Assistant (Operations & Project-Focused)

We are a boutique in Southern Orange County –based financial advisory firm known for delivering high-touch, relationship-driven service through exceptional operational excellence and streamlined processes. We are seeking a highly organized, detail-oriented, and proactive Client Service Associate / Administrative Assistant to join our growing team.

In this role, you will work closely with our advisors, remotely to drive operational efficiency, manage key projects, implement process improvements, and ensure smooth execution of workflows that enable our team to deliver personalized client experiences at scale. This position focuses on backend operations, project coordination, and systems optimization rather than routine client inquiries.

If you thrive in a flexible, dynamic environment, excel at managing multiple projects with precision, and take pride in building efficient systems and completing high-impact initiatives, we would like to connect. This is an excellent opportunity to contribute to a firm that values operational excellence, long-term relationships, and the power of thoughtful, well-executed processes.

Qualifications

· 1-2 years of experience in operations, project coordination, or administrative support within financial services, wealth management, insurance, or a similar industry.

· Exceptional organizational skills, meticulous attention to detail, and strong follow-through on deliverables.

· Excellent written and verbal communication skills with a professional, process-oriented demeanor.

· Demonstrated integrity, professionalism, and discretion when handling sensitive or confidential information.

· Ability to thrive in a fast-paced environment with high independence, initiative, and a focus on project execution and continuous improvement.

Key Responsibilities

· Operations & Project Management (Primary Focus)

· Coordinate and manage key operational projects, including onboarding system enhancements, processing documentation, paperless initiatives, and technology implementations.

· Own the preparation, submission, tracking, and follow-up of account paperwork, transfers, compliance forms, and onboarding documents across multiple workflows.

· Develop, implement, and refine standardized processes for client account updates, money movements, and custodian interactions (e.g., Schwab).

· Assist with the preparation, implementation, task management, and progress tracking for ongoing firm projects and initiatives.

· Participate in regular check-ins with supervisor to review project status, priorities, timelines, and opportunities for workflow optimization.

· Identify areas for process improvement, document current workflows, and collaborate on enhancements to increase efficiency and accuracy.

Administrative & Systems Support

· Enter and maintain accurate data in CRM platforms (Advyzon, Black Diamond) and financial planning tool (Right Capital)

· Prepare client meeting materials by compiling supporting documents, and ensuring all data is up to date.

· Maintain organized digital files, ensure secure and accurate document storage, and manage document workflows (Adobe Acrobat, Docusign, SharePoint, Right Capital).

· Coordinate with custodians for form processing, account updates, and resolution of operational issues.

· Coordinate with CPA’s and Estate Planning Attorney’s to obtain or provide client information.

· Support data entry and reconciliation tasks to keep systems aligned and reliable.

· Limited Client Support (Secondary / As Needed)

· Facilitate backend aspects of new client onboarding (document collection, status tracking).

· Handle operational follow-ups related to outstanding paperwork or processing timelines.

Core Tech Stack

· Scheduling & Communication: Outlook, Zoom, Jump, Global Relay

· CRM & Data Management: Advyzon, Black Diamond, Excel

· Custodian & Account Processing: Schwab

· Document Management: Adobe Acrobat, DocuSign, SharePoint, Right Capital

· Financial Planning & Analysis: Right Capital

· Client Communication & Marketing: FMG

· Misc. Trust & Will and Tax Returns

Join us in strengthening the operational foundation that powers our personalized client service. If you’re passionate about projects, process excellence, and making complex workflows run smoothly, we’d be thrilled to hear from you!

Job Types: Part-time, Contract

Pay: $35.00 - $40.00 per hour

Expected hours: 10 – 20 per week

Benefits:

Flexible schedule

Work Location: Remote

Shintani Wealth Management Services Inc.

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Client Service Associate / Administrative Assistant