About Tobias Financial Advisors
Tobias Financial Advisors (TFA), founded in 1980, is an independent, fee-only financial planning and wealth management firm serving high-net-worth individuals and business owners. We specialize in proactive tax strategies, investment management, and supporting clients through life’s transitions. Our collaborative, values-driven culture empowers our team to deliver exceptional, personalized service while upholding the highest fiduciary standards.
Position Summary
We are seeking an Administrative Assistant / Receptionist to join our independent Registered Investment Advisor (RIA) firm. This individual will play a key role in supporting our advisory, leadership, and operations teams while helping deliver an exceptional client experience.
The ideal candidate is detail-oriented, proactive, and client-focused, with the ability to thrive in a collaborative, fast-paced environment. In this role, you will manage a wide range of administrative and operational responsibilities that contribute to the firm’s efficiency and success.
This is an excellent opportunity for someone with a positive attitude, strong organizational skills, and a welcoming presence. You’ll gain hands-on exposure across multiple areas of the firm, benefit from ongoing training and development, and work as part of a supportive team dedicated to making a meaningful impact for our clients and community.
What you will get to do
Front Office & Communication
- Answer and direct incoming phone calls with professionalism and warmth.
- Coordinate and send birthday cards, sympathy notes, and other client recognition items (e.g., weddings, funerals).
- Manage incoming and outgoing mail, including postage and shipping needs.
- Serve as primary liaison with office service providers (e.g., phone/internet, IT support, maintenance vendors).
Office & Facilities Management
- Maintain and order office supplies; proactively organize and monitor shared supply areas.
- Assist with petty cash handling and reconciliation.
- Coordinate office maintenance, repairs, and general facilities needs.
- Prepare and maintain conference rooms for client meetings and internal events.
Calendar & Meeting Coordination
- Support advisors and team members with calendar management and appointment scheduling.
- Prepare and organize client reports and meeting materials.
- Coordinate logistics for employee gatherings and special client events.
Client & Advisor Support
- Assemble and maintain prospective client packets and materials.
- Assist with quarterly client statement preparation and distribution.
- Provide additional administrative support during tax season as needed.
Operational & Financial Administration
- Track team expenses and assist with expense reporting systems.
- Support data entry, document management, and client recordkeeping.
- Assist with client onboarding, application processing, and related operational tasks.
- Support compliance efforts by monitoring and documenting internal processes
What we seek in a candidate
- 2+ years of administrative or client service experience, preferably in financial services or wealth management industry.
- Strong organizational skills and attention to detail.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite; experience with CRM systems (e.g., Salesforce,) is a plus.
- Ability to manage multiple tasks and deadlines in a dynamic environment.
- Bachelor’s degree preferred
- A client-first mindset with a passion for delivering exceptional service.
- A team player who thrives in a collaborative, mission-driven culture.
- Adaptable and eager to learn in a fast-growing, innovative firm.
- Discretion and professionalism in handling sensitive client information.
- Ability to pass a background check
Why Join Our Team:
At TFA, our vision is simple yet powerful: to inspire, educate, and prepare our clients to live the lives they want. Everything we do is guided by our core values: integrity, passion, balance, transparency, teamwork, community, family, and an unwavering commitment to doing what’s right for our clients. We’re proud of the strong foundation we’ve built, but we’re even more excited about the opportunities ahead.
When you join our team, you become part of a purpose-driven firm that values long-term relationships, embraces innovation, and invests in personal and professional growth. We foster a supportive environment where collaboration and continuous learning are encouraged, and where every team member’s contributions are recognized. In addition to a culture that prioritizes people and impact, we offer a competitive compensation package with comprehensive benefits including company paid health insurance, a 401(k) and profit sharing retirement plan, unlimited personal paid time off, and more.
