Calendar Coordinator

Calendar Coordinator & Client Outreach Specialist

Join a Growing Financial Planning Firm

Are you energized by organization, process, and execution? Do you thrive when coordinating moving parts and ensuring nothing falls through the cracks?

If you crave structure, routing, follow-through, and making things happen behind the scenes, this role may be the perfect fit.

As the "Air Traffic Controller" of our firm, you will play a critical role in creating an exceptional client experience while keeping our advisors, specialists, and clients organized and informed. You will be responsible for calendar coordination for up to six team members and specialists while supporting client outreach and communication efforts.

Key Responsibilities

Calendar Coordination

• Coordinate and manage calendars for advisors, specialists, and support team members.
• Schedule, reschedule, and confirm appointments with clients and internal team members.
• Execute calendar confirmations through email, phone calls, and calendar invitations according to established timelines.
• Monitor upcoming appointments to ensure all meeting details are accurate and complete.
• Coordinate meeting logistics, including virtual meeting links, conference rooms, and participant information.
• Act as the central point of contact for scheduling requests and calendar changes.
• Maintain organized scheduling systems and identify opportunities for process improvement.

Client Outreach & Communication

• Conduct appointment confirmation calls and emails.
• Assist with client follow-up communications and ongoing outreach.
• Ensure clients receive timely and professional communication.
• Maintain accurate records of client interactions and outreach efforts.
• Collaborate with advisors to deliver a seamless client experience.

Qualifications

• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Proficiency with Microsoft Office, including Excel and Outlook.
• Strong problem-solving skills and a proactive mindset.
• Ability to follow established processes while identifying opportunities for improvement.
• Professional, positive, and client-focused demeanor.
• Prior scheduling, administrative, client service, or coordination experience is preferred but not required.

What Success Looks Like

• Calendars are accurate, organized, and proactively managed.
• Clients receive timely and professional communications.
• Scheduling conflicts are minimized and handled efficiently.
• Processes continue to improve through thoughtful execution and attention to detail.

Growth Opportunity

This position offers growth potential for the right candidate. Team members who demonstrate excellence, initiative, and leadership may be considered for expanded responsibilities after one year of service.

Application Process

To be considered for this position, please complete the Culture Index Questionnaire:

Complete the Culture Index Questionnaire

Please note:

This is not a test, and there is no passing or failing score. The questionnaire helps us understand your natural work behaviors and communication style. It does not measure intelligence, nor does it determine race, age, gender, religion, or any protected characteristic.

Once you have completed the questionnaire, please send us an email confirming completion.

We look forward to learning more about you!