Paraplanner/Administrator

Job Description

JOB SUMMARY: The Entry-Level Paraplanner/Administrator at Cornerstone Advisors plays a key role in creating a professional, collaborative, and organized office environment that reflects our commitment to our clients. Serving as main point of contact for our CEO/President, the Entry Level Paraplanner/Administrator provides direct executive assistance to the CEO/President and when time prevails supports daily administrative operational functions to the office as needed.

Do you want to work hard, be paid fairly, while adding value to family-owned privately-held businesses that have a significant impact on their communities? Come see us!

The ideal candidate is highly organized, proactive, and collaborative, with the ability to balance multiple priorities while consistently delivering a positive client and team experience that embodies the Cornerstone Advisors culture.

DUTIES AND RESPONSIBILITIES

Office Operations

• Closely manage the CEO/President’s daily calendar, including coordinating client meetings and anticipating necessary preparation required.
• Coordinating internal meetings related to external client meetings.
• Cull and organize CEO/President’s email
• Preparation of meetings notes and distribution.
• Delegation of necessary action items related to internal/external meetings.
• Proper project tracking and assistance in workflow.
• Maintaining a weekly agenda that tracks the performance of team members and their anticipated action items weekly.

Entry Level Paraplanner

· Assist in the preparation of financial planning materials using predetermined, compliant templates.

· Gather and organize client data through fact-finding, questionnaires, and document requests.

· Enter client data into CRM systems with accuracy.

· Prepare basic financial planning reports, including asset summaries and insurance reviews.

· Assist with case design by preparing preliminary plan scenarios

· Support compliance processes by ensuring that client files, disclosures, and documentation meet industry and firm requirements.

· Maintain organized digital planning files and ensure all client information is documented and updated consistently.

Administrative Support

• Assist Controller with billing processes and prepare client billing correspondence.
• Request and obtain financial statements from clients

Technology & Systems

• Maintain and update client and prospect records in the CRM (SmartOffice); serve as internal “SmartOffice Subject Matter Expert.”
• Save and organize firm materials, including articles and webinars, for internal and client use.

Executive Support

• Provide administrative support to the CEO/President, including:
• Email management and prioritization
• Calendar and meeting coordination
• Travel arrangements
• Filing and document organization
• Drafting meeting notes and correspondence
• Support other projects as needed as directed by CEO/President

Human Capital & Culture Support

• Order and manage Kolbe and Caliper assessments for clients and internal team use.
• Assist with Human Capital Development projects as needed.

Other Duties

• Support general administrative needs as assigned.
• Perform backup duties for other staff as required.
• Identify opportunities to streamline processes and improve office efficiency.

CORE COMPETENCIES

· Organization & Efficiency: Demonstrates exceptional organizational skills, attention to detail, and the ability to manage multiple priorities effectively.

· Communication: Communicates clearly and professionally, both verbally and in writing, with colleagues, clients, and external partners.

· Technical Proficiency: Skilled in Microsoft Office Suite; experience with SmartOffice CRM, Constant Contact, and general office technology preferred.

· Initiative & Accountability: Proactive and self-directed; anticipates needs, takes ownership of tasks, and consistently meets deadlines.

· Judgment & Emotional Intelligence: Exercises sound decision-making, professionalism, and discretion; demonstrates empathy and emotional awareness in interactions.

· Client Service Orientation: Dedicated to providing a welcoming, responsive, and high-quality client experience.

· Collaboration: Works effectively as part of a team and contributes to a positive, cooperative office environment.

· Confidentiality & Integrity: Maintains strict confidentiality internally and externally. Upholds the firm’s ethical and professional standards.

· Adaptability: Remains flexible and composed in a dynamic environment; adjusts to shifting priorities or unexpected challenges with a positive attitude.

· Problem Solving: Identifies issues proactively and develops efficient, practical solutions with minimal supervision.

· Professional Presence: Represents the firm with poise, polish, and a client-first mindset at all times.

· Continuous Improvement: Seeks opportunities to streamline processes, improve systems, and enhance operational efficiency.

Education and Experience

• Education: Bachelor’s degree required; advanced degree and/or certifications preferred, but not required.
• Experience: Proven experience providing operational support to a professional individual or team in a fast-paced office environment.
• Industry Knowledge: Background in Financial Services, Insurance, or related professional services required.

JOB CONDITIONS AND ENVIRONMENT

· Work Environment: Office-based in a professional corporate environment. Frequent interaction with clients, visitors, team members, and external vendors.

· Schedule: Full-time position, generally standard business hours (e.g., 8:20 a.m. – 5:15 p.m.). Occasional early or late hours may be required for client meetings or special events.

· Physical Requirements: Ability to sit for extended periods. Occasional lifting or moving of office supplies.

· Technology Use: Regular use of computers, phones, office equipment (copiers, scanners, fax machines, etc.).

· Team Interaction: Collaborative work environment requiring strong interpersonal skills, professionalism, and discretion.

· Client-Facing Role: Must maintain a polished and professional appearance, demeanor, and communication style as the first point of contact for clients and visitors.