Financial Planning Assistant VA
A senior financial planning assistant who runs the administration behind your advice practice, from client onboarding and application processing to review scheduling and provider follow-ups, so advisers and paraplanners stay focused on advice.
- Top 1% vetted talent
- No lock-in contracts
- Replacement guarantee
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Hourly rates · No lock-in contracts
Description
A Financial Planning Assistant VA manages the administration behind an advice practice, from client onboarding and application processing through to review scheduling and provider follow-up. They can maintain client records, prepare reports and keep workflow queues and compliance documents organised. Outsource Teams provides top 1% vetted talent with financial planning administration experience, no lock-in contracts and a replacement guarantee, helping advisers and paraplanners spend more time on advice.
Responsibilities
- Onboard new clients, collect identification and fact-find information and set up records in the practice CRM.
- Prepare and submit account applications, transfers, withdrawals and insurance forms to product providers.
- Track application progress and follow up providers until each transaction is complete.
- Schedule client reviews, prepare meeting packs and send pre-meeting information requests.
- Update client portfolios, policy details and fee arrangements in Xplan or the practice platform.
- Handle client emails and calls about administrative matters and route advice questions to the adviser.
- Maintain compliance files, fee disclosure statements and consent records.
- Prepare portfolio reports and valuations for review meetings.
- Process ongoing service tasks and keep workflow queues current.
- Support marketing and client communications such as newsletters and seminar invitations.
Software & Tools
Requirements
- At least 5 years in financial planning administration or client services in an advice practice.
- Experienced with Xplan, Salesforce, HubSpot or another practice CRM, and with the major platform portals.
- Understands advice processes, product applications and compliance documentation requirements.
- Organised and accurate, able to manage dozens of open applications and follow-ups at once.
- Friendly, professional English on the phone and in writing with clients and providers.
- A financial services qualification or current study is an advantage.
- Works from a quiet home office with reliable high-speed internet, backup power and overlap with the client's business hours.
Frequently Asked Questions
What can they help with?
They can onboard clients, process applications and transfers, track provider requests, schedule reviews, prepare meeting packs and maintain practice records.
Can they communicate with clients and providers?
Yes. They can handle administrative calls and emails, follow up providers and route advice-related questions back to the adviser.
What systems can they use?
They can work with Xplan, Microsoft Excel, Microsoft Word, Salesforce, Class, AdviserLogic, Redtail CRM, MoneyGuidePro and Intelliflo.
How experienced are the candidates?
Candidates are expected to have at least five years in financial planning administration or client services within an advice practice.
How much does it cost?
Rates are listed in USD at $7 per hour for entry-level talent, $9 per hour for intermediate and $12 per hour for senior talent. Both full-time and part-time options are available.
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