Advisor Support Associate

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