Inside Out Hiring

Role overview

About the client

The client is an SEC-registered financial advisor based in Miami and part of a larger organization that runs training and events. The practice works with clients through first appointments, onboarding, and regular educational workshops. The team already works remotely, and the business is growing to the point where the advisor needs a right hand to run the back office and bring AI into day-to-day operations.

About the role

We are seeking a polished, proactive Executive Assistant who thinks on their feet rather than following directions. You will run the back office, support client onboarding and workshops, and use AI (primarily Claude) to automate the advisor's workflows. This role is client-facing at times, so you must present professionally on Zoom and act as a trusted extension of the advisor.

Key responsibilities

Executive & Operational Support

• Manage the advisor's inbox and calendar, protect focus time, and keep commitments on track.
• Draft correspondence and handle general admin, including personal admin as needed.
• Take meetings on the advisor's behalf when needed.
• Streamline processes and document them as SOPs.

Client Onboarding & Workshops

• Support new client onboarding, including completing paperwork virtually with clients.
• Prepare and send workshop letters in advance, recap notes afterward, and marketing pieces for workshops.
• Join Zoom calls with clients and prospects and represent the practice professionally.

AI Automation & Reporting

• Automate recurring workflows using Claude Cowork, which the practice already uses.
• Connect meeting tools to forms, for example using first-appointment summaries (Zocks) to populate the client fact finder automatically.
• Build dashboards and track metrics.
• Keep all work inside company-owned accounts so it stays with the practice.

Qualifications & skills

• Experience: 3 to 5 years as an Executive Assistant supporting a senior leader. College degree.
• Industry (Non-Negotiable): Experience in financial advisory industry, with a basic understanding of IRAs and qualified plans. Standard Finance industry experience will not be accepted. 
• Communication: Excellent spoken and written English, plus Spanish. Polished and confident on client-facing video calls.
• AI Smart: Excellent AI knowledge and ability to build automations with tools like Claude.
• Compliance: Comfortable working under strict data-security protocols, including restricted access, a secure browser, and a VPN or remote desktop.
• Travel (a plus): Eligible for a US tourist visa, for occasional travel to client events and trainings once or twice a year.
• Key competencies: Critical thinking, initiative, strict confidentiality, and calm execution.

Work Environment

• Work is done inside company-owned accounts and secure tools in line with SEC compliance requirements.
• Fully remote, working US Eastern business hours.