Pittsburgh, PA | Fox Chapel

*Administrative & Client Services Assistant*

Location: This one has options! If you’re located anywhere in the United States, the position can be fully remote.

 If you’re local to Pittsburgh and prefer an office, workspace is available downtown.

Start Date: ASAP-ish. Finding the right person matters more than finding the fastest one.

Hours: 16-24 hours with a preference for around 20 hours a week; lots of flexibility for when hours are worked between Monday - Friday daytime hours

Hourly Rate: $25-35/hr DOE

Paid Vacation: 2 weeks plus major holidays

WHO/WHAT: If “I already took care of it” is one of your favorite sentences, keep reading. There’s a certain kind of person who genuinely enjoys tying up loose ends. The email gets answered. The form gets finished. The appointment gets scheduled. The person who needs a call Tuesday actually gets called Tuesday. And that little note someone scribbled down three days ago because they really need to remember to do that? Somehow, you remembered.

This Pittsburgh financial professional would very much like to meet that person. He loves the part of his job that happens across the table from his clients—hearing what’s happening in their lives, helping them make a plan, and making something complicated feel a little easier. It’s everything that follows him back to his desk that could use another brain: opening the retirement account, finishing the life insurance paperwork, sending the follow-up, tracking down the missing information, and keeping all those “I need to remember to…” details from living exclusively in his head. But he’s not looking for someone who simply waits for a list, checks the boxes, and asks what’s next. He’s hoping to find someone who will eventually know the lists better than he does. Someone who can say, “Here’s where we are. Here’s what we’re waiting on. Here’s who you need to call. And don’t worry—I already handled the rest.”

THE JOB: At first, there will be plenty to learn together. There are systems for opening investment accounts, completing life insurance paperwork, financial planning software, client balance sheets, emails, follow-ups, and all of the little details that keep a financial practice moving. You do not need to walk in knowing the financial industry or any of these programs. He’s happy to teach the right person. What he does need is someone who can learn a process and eventually own it.

You’ll help keep track of what each client needs, what paperwork is outstanding, what needs follow-up, and what should happen next. You’ll help turn lists into actual systems. You’ll notice the loose ends before they become forgotten ones. And when he takes off for a few days? The dream is that he doesn't need to leave you a novel explaining what to do while he's gone. You know the business. You know the priorities. You’ve got it. Over time, the position could grow to include more direct client interaction—gathering information, scheduling appointments, making follow-up calls, and becoming another warm, trusted person clients know within the practice.

WHO YOU ARE: You don't necessarily need ten years of executive assistant experience. In fact, we're open to the candidate who reads this and thinks, I haven't done exactly this before, but this is exactly how my brain works. You’re organized. Dependable. Comfortable with technology. You learn quickly, communicate well, and get an unreasonable amount of satisfaction building a system to make everyone’s life easier. You don't need someone hovering over you to get things done. If you see a better way to organize something, you'll suggest it.

At the same time, this isn't a role for someone who needs to storm in and take over the entire operation by Tuesday. Your boss is easygoing, collaborative, and pretty low-key. He wants someone who can take ownership without taking over—and who genuinely enjoys being part of a small business where the work ultimately comes back to helping people. That last piece matters. He cares deeply about serving his clients well. The administrative work isn't just paperwork for paperwork's sake; behind every account, form, reminder, and follow-up is an actual person who trusted him to help. He's hoping to find someone who connects with that.

THE LONG GAME: This may be our favorite part. He isn't looking for a résumé-building stop on someone's way to the next thing. He knows it will take time to teach someone the business, build systems together, and develop the kind of working relationship where he can truly hand things off. So he'd love to find someone who could still be sitting in this seat years from now. Maybe 20ish flexible hours a week is exactly what you want long-term. Great. Maybe someday the business grows and you'd love for the role to grow with it. He's open to that, too. There's no predetermined ladder you're expected to climb. The goal is simply to find the right person, build something that works for both of you, and hopefully not have to write this job description again for a very, very long time.

SCHEDULE/LOCATION: Approximately 16–24 hours per week (depending on your preference), with a target around 20 hours. There is significant flexibility in when those hours are completed. The position can be remote, and yes, if your best administrative work happens from home in comfortable pants, no one is judging. Prefer an office? That can work too. Office space can be made available in downtown Pittsburgh. The right long-term fit matters much more than creating a rigid schedule.

THE DREAM: Six months from now, his workday looks different. He knows exactly who needs his attention. Client follow-ups aren't living in his head. Paperwork is moving. Systems are working. Details aren't getting lost. And instead of spending his best hours trying to remember who needs what form completed, he's spending them across the table from clients—doing the part of his job that made him want to do this work in the first place. Meanwhile, somewhere behind the scenes, you're keeping the wheels turning. If that sounds incredibly satisfying to you, we should probably talk.