Administrative Assistant

Overview

Administrative Assistant Jobs in Spokane Valley, WA at WestPac

Spokane Valley, WA (In-Office)

Position and Company Overview

Dear lovers of checklists, organization, and getting things done—

If you’re the kind of person who feels genuine satisfaction turning a chaotic day into a structured workflow, clearing inboxes, aligning calendars, and ensuring nothing falls through the cracks, keep reading.

WestPac Wealth Partners is hiring a salaried Administrative Assistant to support a growing wealth management practice in our Spokane Valley office. We are an award-winning firm (FORTUNE’s #1 mid-sized company to work for, multiple years running) with a 5.0-star Glassdoor rating.

Our work centers around helping clients make thoughtful, intelligent financial decisions that impact their lives, their families, and their futures. Behind that work is a system—processes, communication, follow-through—and that’s where you come in.

This is not a passive role. This is the operational backbone of the practice.

This role is for you if:

· You naturally operate as the “right hand”—anticipating needs, solving problems, and tracking the details

· You love being productive and feel off when there’s not enough to do

· You are naturally task-oriented—you see something that needs to get done and you just do it

· You take pride in being the person who keeps everything moving forward

· You take full ownership of assigned tasks and drive them to completion

· You enjoy building systems, checklists, and repeatable processes

· You’re a fast thinker and fast typer—speed and accuracy matter. You don’t get overwhelmed easily—you organize your way out of pressure

· You’d rather execute at a high level than sit in meetings talking about execution

· You instinctively document how things are done so they can be done better next time

· You value clear communication, responsiveness, and follow-through

· You want to be trusted with real responsibility, not micromanaged

· You operate like a true second-in-command—nothing slips, everything is tracked, and people rely on you without hesitation

What you’ll actually do:

You will work directly with a highly organized, fast-moving financial advisor, acting as the central hub for client service, scheduling, communication, and operational execution.

This is a high-volume, detail-driven role where your ability to manage moving pieces will directly impact client experience and business growth.

Your responsibilities will include:

Client Communication & Experience

· Deliver a high-touch, “white glove” client experience across all interactions

· Welcome clients to the office, providing refreshments upon arrival

· Monitor and manage inboxes (yours and advisor’s) with speed and clarity

· Acknowledge all client communication promptly so clients feel heard and cared for

· Draft and send professional client emails, follow-ups, and updates

· Serve as a primary point of contact for client service needs, requests, and follow-ups

Calendar & Scheduling Mastery

· Own and optimize the advisor’s calendar while protecting schedule preferences

· Schedule, confirm, and adjust meetings proactively

· Anticipate scheduling conflicts and solve them before they become problem- prepare the week ahead—ensuring nothing sneaks up last minute

· Balance efficiency with client accessibility

Task Execution & Operations

· Manage a high volume of ongoing client service tasks, including:

o Account updates and maintenance

o Beneficiary changes

o Billing adjustments

o Oversee life and disability insurance application process, including communication with underwriters and new business team

· Prioritize effectively—what needs to happen now vs. within 24–48 hours

· Track pending business and follow up on outstanding items

· Keep the advisor informed on priorities, progress, and time-sensitive issues

Meeting Preparation & Follow-Up

· Confirm that clients have uploaded necessary documents in advance of client appointments

· Process and organize detailed case notes, disseminating the tasks specified within to the appropriate team members

· Create and manage follow-up tasks in CRM systems

· Ensure all action items are executed and documented

Process Building & Documentation

· Turn repeatable tasks into clear, usable SOPs

· Identify workflow inefficiencies and propose solutions without being asked

CRM & Data Management

· Maintain clean, accurate client records

· Input new prospects and update existing client information

Client Lifecycle Support

· Assist with onboarding new clients from start to finish

· Coordinate applications, signatures, and underwriting processes

· Communicate updates to clients regularly during longer processes

· Help facilitate periodic client reviews and ongoing client engagement

Operational Support

· Track licenses, renewals, and continuing education deadlines

· Manage receipts, documentation, and internal organization

· Assist with travel planning, event coordination, and occasional logistics

· Aid in Marketing efforts & adhere to the company social media guidelines

· Support client gifting and thoughtful touchpoints

A note about who you’ll be working with:

This role directly supports one tenured Financial Planner, who is also the Managing Associate of our Spokane Valley office.

He is not a “figure it out later” advisor—he is thoughtful, structured, and intentional about how the business operates. That means:

· Systems exist (and you’ll help improve them)

· Expectations are clear

· Details matter

He is also:

· Direct and efficient in communication—especially when something urgent arises

· Highly understanding and human—mistakes are handled through solutions, not blame

· Family-oriented, and extends that same flexibility and trust to his team

At times, his communication may shift quickly into “problem-solving mode.” This is not personal—it’s how he processes and moves toward solutions. The right person will understand that and operate well within it.

The right candidate will be:

· Extremely organized and detail-oriented

· Action-biased—you move quickly and follow through

· Comfortable managing many moving pieces at once

· Persistent in follow-through with team to ensure tasks are completed, not simply communicated

· A clear and confident communicator (written and verbal)

· Tech-comfortable (CRM systems, Microsoft Office, email, document management, etc.)

· Discreet and trustworthy with sensitive information

· Proactive, self-motivated, and reliable

· The type of person who, when something breaks, says: “Here’s what happened. Here’s how I’m fixing it. Here’s how I’ll prevent it next time.”

The right person will appreciate both the high standards and the high level of trust that come with this role.

Experience & credentials:

· Associate’s or Bachelor’s degree required

· Previous administrative, executive assistant, or client service experience preferred

· Experience in financial services is a plus, but not required

· Must be eligible to work in the United States and pass required background checks

Compensation & Growth

This is a salaried role with performance-based bonuses and long-term growth opportunity.

Year 1 Compensation:

· Base salary: $52,000–$65,000 (depending on experience)

· Performance bonuses tied to execution and reliability

· Generous employee benefit package

This role can evolve into operations leadership, client service management, or practice management for the right person.

Our values (non-negotiable):

· Integrity and doing the right thing—always

· Pride in your work—and ownership when things go wrong

· Efficiency, organization, and thoughtful execution

· Commitment to delivering an exceptional client experience

If you’re someone who thrives on structure, building momentum, and being the person that keeps everything running smoothly—this is a rare opportunity to build something meaningful alongside a growing practice.

This is not a “sit back and wait” role. This is a builder’s role.

If that excites you, we should talk.

Contact

Candidates should email their resume to [email protected] or call 509.215.9644.

Pay: $52,000.00 – $65,000.00 per year

Benefits:

• 401(k)
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off

Work Location: In person

Title: Administrative Assistant

Company: WestPac

Location: Spokane Valley, WA