The Opportunity
McCulley Financial Group is seeking a driven, detail-obsessed Advisor Support Associate to serve as the operational right hand to the Principal Advisor. This is not a passive administrative role — we're looking for a self-starter who takes ownership, follows through without being chased, and holds themselves to an exceptionally high standard of client service and operational execution.
The ideal candidate anticipates needs before they arise, masters our processes quickly, and brings consistency and calm to a fast-moving advisory practice. If you thrive on systems, take pride in flawless follow-through, and genuinely care about the client experience, this role was designed for you.
Key Responsibilities
Inbox & Communications Management
Monitor and maintain the Principal Advisor's email inbox daily — routing incoming messages to the correct folders or team members and flagging priority items
Respond to client emails when appropriate, following established communication protocols and tone guidelines
When a response requires the Principal Advisor's direct input, send a timely, professional acknowledgment letting the client know when to expect a reply
Unsubscribe from irrelevant marketing emails and maintain a clean, organized, actionable inbox
Receive, log, and delegate voicemails — resolving straightforward items independently and routing others to the Principal Advisor with clear, complete context
Communicate with partners, vendors, and external contacts on the Principal Advisor's behalf as needed
Hop into client meetings to provide real-time status updates when the Principal Advisor is running late or held in another engagement
Calendar & Schedule Management
Own the Principal Advisor's calendar — scheduling client meetings, internal calls, and external commitments with careful attention to energy, travel time, and focus blocks
Ensure all events are correctly entered and confirmed, including holidays, personal commitments, and buffer time around high-priority appointments
Schedule client meetings when clients reach out directly via email, coordinating logistics and sending confirmations promptly
Proactively identify and resolve scheduling conflicts, double-bookings, or gaps before they become problems
Maintain calendar accuracy as a standing daily responsibility — not a reactive one
Client Relationship Support
Serve as a warm, professional point of contact for McCulley Financial Group clients — especially when the Principal Advisor is unavailable
Track client needs, open action items, and follow-up timelines using the firm's CRM, ensuring nothing falls through the cracks
Own and execute a curated client gifting program: sourcing thoughtful gifts, coordinating delivery, and maintaining a gifting calendar tied to birthdays, anniversaries, and key life milestones
Maintain accurate, up-to-date client relationship notes so the Principal Advisor is always prepared and informed ahead of interactions
Support client event planning and hospitality coordination as needed
Client onboarding and advisory support
Operational Procedure & Execution
Learn, follow, and champion all firm operational procedures from frontstage to backstage— this role is expected to be a model of procedural consistency across the practice
Maintain thorough documentation of recurring processes and flag any gaps or inefficiencies in existing workflows
Provide general delegation support — tracking what the Principal Advisor needs, following up proactively, and ensuring open items are resolved without reminders
Cross-train on adjacent team roles to provide seamless coverage during PTO and high-demand periods
Serve as a reliable, responsive resource the moment the Principal Advisor needs something handled — quickly, correctly, and without friction
Identify opportunities to streamline workflows and bring forward process improvement ideas proactively
What We're Looking For
2–4 years of experience in executive assistance, client relations, operations coordination, or a related field
Proven track record of supporting a senior leader — you anticipate needs rather than wait to be told
Exceptional written communication skills — you draft professional client emails without being asked to revise them twice
Highly organized with relentless follow-through — details don't slip, deadlines don't get missed, procedures get followed
Self-starter mentality: you see what needs to be done, you do it, and you document it for next time
Motivated by accountability — you hold yourself to a high standard and take ownership of outcomes, not just effort
Proficiency with CRM platforms (Redtail, eMoney, Hubspot, or similar)
Comfortable managing a busy inbox and calendar under competing priorities
Warm, polished, and personable — equally at ease writing a heartfelt client note and tracking down a vendor confirmation
Discretion and professionalism in handling confidential client and financial information
Proficiency with Microsoft Office Suite, Outlook, and calendar management tools
Experience in wealth management, financial advisory, or investment operations is a strong plus
Why This Role
Direct access to senior leadership: you'll work closely with the principal advisor of a growing financial advisory practice
Process-forward culture: we believe in doing things the right way, every time — and this role is central to upholding that standard
Variety and ownership: no two weeks look the same, and you'll have genuine authority over your areas of responsibility
Hybrid flexibility across two locations: Westchester, IL and Sarasota, FL
Base Salary $50,000-$60,000 + Opportunity for Bonus
