Kestra Financial · 2 months ago
Administrative Office Assistant and Scheduler - Rinvelt & David LLC
1700 E Beltline Ave NE, Grand Rapids, MI 49525, USA
Full-time
Onsite
Entry Level
2+ years expKestra Financial is an industry-leading wealth management platform seeking a proactive and detail-oriented Administrative Office Assistant & Scheduler. This role is responsible for supporting the daily operations of the front desk, ensuring an exceptional client experience, and providing administrative and scheduling support across the firm.
BankingConsultingFinanceFinancial Services
Responsibilities
Answer incoming calls, transfer to appropriate team members, and take accurate messages
Distribute and route incoming mail; assist with weekly and special project mailings
Greet clients upon arrival, offer refreshments, and prepare conference rooms for appointments
Copy, organize, and file client documents physically and electronically; create new account folders with proper labels and coding
Coordinate client lunch orders, including ordering, delivery/pickup, setup, and cleanup
Schedule appointments for Advisors, make reminder calls, send weekly emails, and maintain related reports
Generate and analyze appointment scheduling reports; create monthly birthday and anniversary reports
Update and maintain front lobby display, annual office event calendar, and event spreadsheets with attendee data
Enter and update client information in CRM; manage address changes and assist with database maintenance
Collect and organize review meeting materials; provide custodial tax forms upon request
Support annual estate document reviews and RMD spreadsheet updates
Maintain client service logs; assist with shipping documents and data to clients and custodians
Provide general administrative support (scanning, faxing, laminating, filing, supply stocking)
Manage ongoing physical and electronic file maintenance, including scanning and secure destruction of closed files
Monitor office supplies and notify management of needs
Maintain clean and organized kitchen and common areas
Provide assistance as needed
Qualification
Required
High school diploma or GED required
A minimum of 2 years of experience in office administration is required
High level of professionalism and discretion in handling confidential information
Professional attire and demeanor
Strong time management and organizational skills, with the ability to manage multiple tasks independently
Excellent verbal and written communication skills
Exceptional attention to detail and organizational ability
Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
Ability to multitask and work effectively in a fast-paced environment
Preferred
Experience with financial planning and reporting software
Experience with CRM systems
Experience in the financial services industry
Benefits
401(k)
Health insurance
Competitive benefits package
Opportunities for training, development, and long-term growth within the firm
Tuition reimbursement for qualified expenses
Company
Kestra Financial
Kestra Financial provides a leading independent advisor platform.
201-500 employees
H1B Sponsorship
Kestra Financial has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (5)
2024 (14)
2023 (4)
2022 (3)
2021 (1)
2020 (6)
Funding
Current Stage
Growth StageTotal Funding
unknown2019-02-25Acquired
Leadership Team
Joel Bennett
CFO
Kris Chester
Executive Vice President + Chief Operating Officer
Recent News
2025-11-20
2025-11-04
2025-10-27
Company data provided by crunchbase