Willis Johnson & Associates

Manage office operations, coordinate scheduling, greet visitors, and support administrative tasks. | Minimum 3 years of administrative experience, proficiency in Microsoft Office, excellent communication skills, and in-office availability. | We are seeking a detail-oriented and proactive Administrative Assistant to join our team. This key team member greets office visitors, answers and transfers incoming calls, and coordinates client scheduling. The Administrative Assistant provides support by handling the day-to-day office administrative tasks, ensuring firm operations are organized and running smoothly. This is a 100% on-site position located in Houston, TX. This position is based at the front desk and serves as the first point of contact for clients and visitors. It is a full-time, in-person role that requires strong organizational skills, professionalism, and the ability to manage a variety of administrative and office management tasks. Direct Hire Salary: $55,000–$65,000, plus 10–15% discretionary performance bonus Hours: Monday – Friday, 8:00 a.m. – 5:00 p.m. Key Responsibilities Office Management Manage client scheduling and calendar coordination. Answer and transfer incoming calls to the main line. Greet clients and visitors, offer a beverage upon arrival, and validate parking upon departure. Maintain a clean, organized, and client-ready office and conference rooms. Order office supplies, maintain inventory, and coordinate with vendors. Liaise with building property management for maintenance or facility needs. Process and distribute incoming and outgoing mail daily. Assist with technology setup for new hires and office equipment as needed. Plan and coordinate internal events, including quarterly staff meetings, holiday parties, and retreats. Perform other administrative and office management tasks as needed. HR / Onboarding Support the pre-onboarding process for all hires. Coordinate with IT to ensure AWS workspace, technology, and logins are fully set up prior to the first day. Manage and facilitate first-day onboarding and orientation, including: Conducting office tours and team introductions. Walking through technology, systems, and tools with new hires. Finance Support Assist with processing and paying invoices as needed. Accounts payable. Systems & Process Management Process Redtail workflows for internal updates and client account changes. Assist with maintaining and updating the company scorecard, tracking key metrics, and ensuring timely reporting. Scan and file electronic documents, and update tracking logs and reports. Personal Assistant Support (as needed) Manage personal scheduling and calendar coordination for the President/CIO Organize travel arrangements and itineraries. Run occasional errands. Qualifications Availability to work in-office during business hours (Monday–Friday). Must be able to plan PTO around important company meetings. Bachelor’s degree strongly preferred. Minimum of 3 years’ administrative experience in a professional office environment. Experience managing multiple calendars. Technology savvy; proficient in Microsoft Office Suite (Outlook, Word, Excel, MS Teams). Excellent written and verbal communication skills. Attention to detail with excellent organizational and time management skills. Resourceful and proactive work style with strong sense of ownership and follow-through. Ability to prioritize, multi-task, and bring timely resolution to issues. Positive, can-do attitude and approachable manner. Confident, poised, and professional in appearance.

Manage client operations and service support including paperwork processing, client communication, investment account management, and project coordination. | Bachelor's degree with 1-3 internships or experience in investment, financial planning, wealth management, banking or insurance, plus strong organizational, communication, and technology skills. | Reporting to the Client Operations Manager, the Client Operations Specialist is responsible for client operations and service support, using strong administrative skills and attention to detail to serve as "mission control" to the Wealth Management team members. This position offers opportunities for growth in the Client Operations track, the Investment Operations track, or the client-facing Wealth Management track. Why Willis Johnson & Associates? Willis Johnson & Associates is a fast growing, award winning, wealth management firm specializing in corporate executives and professionals. We help our clients optimize everything in their personal financial lives from compensation and benefit strategy to tax mitigation, from retirement planning to investments. We also have an in-house CPA team to provide tax preparation for our clients. And with everything we recommend, we put our clients first-all the time, every time. No product sales. No commissions. Straight fee-only financial planning and asset management. The same way we take care of our clients, we invest in our team. Aside from providing a very competitive benefits package including medical, dental, vision, disability/life insurance, 401(k), and PTO, we pride ourselves in supporting personal and professional growth. We encourage and incentivize continued education for all employees and support their participation in educational conferences and events. WJA is also proud to be one of the Best Places to Work for Financial Advisors by Investment News multiple years in a row. Essential Responsibilities Client Service: • Prepares and processes paperwork to open new investment accounts. Uses expertise to instruct advisors on best paperwork processes to establish clients' targeted accounts • Responds to service requests and processes related service paperwork • Performs status checks throughout transfer processes, communicating status with team members • Ensures all submitted paperwork is fully completed, accurate, and "in good order" • Serves as Custodian liaison by coordinating all related questions and actions • Debriefs client cases with advisors and coordinates trade instructions to Investment Team • Prepares client summaries for client Financial Planning Review Meetings • Records all client service tasks and notes in CRM to ensure all actions are processed timely and accurately, ensuring all steps are taken appropriately Investment Operations: • Assists with trading platform and client account billing, serving as a critical back-up for these functions in the absence of Investment Operations Associate • Prepares client Investment Review books in the absence of Interns • Prepares money balance reports, performance reports and weekly/quarterly GIPS analysis as needed • Assists Portfolio Manager by preparing various spreadsheets and reports for Investment Team Meetings in the absence of Investment Operations Associate • Attends weekly Operations Team Meeting Project Management: • Coordinates the scope, timeline and resources for the successful implementation of key projects, including but not limited to firm-wide paperless initiative, development and documentation of firm's proprietary client and operational processes, etc. • Regularly reviews, audits and refines current operational processes and systems Qualifications • Bachelor's degree required. • 1-3 internships or experience at an investment, financial planning, wealth management, banking or insurance firm is a plus. • Client service, administrative or operations experience is preferred. • Demonstrates excellent organizational, problem solving and communication skills in a highly collaborative team environment. • Detail-oriented with strong prioritization and project management skills to drive progress of firm projects; ability to handle multiple projects and tasks simultaneously while maintaining quality work. • Strong technology skills, including MS Office (Excel), CRM and internal portal technology. • Highly adaptive and responsive to changing needs and deadlines. • Ability to establish structures, checks-and-balances, and maintain follow-up systems. What We Offer • Work/Life Balance. • Flexibility to work from where you are most comfortable - at home or in the office, except for required client and department meetings. • Collaborative, Positive Teammates • Advancement Opportunities • Autonomy in Your Role • Professional Development Options • Rewarding Work That Matters Compensation & Benefits • Salary range: $65,000 - $70,000/year, plus 10-15% discretionary performance bonus paid out bi-annually. • Total Compensation with Bonus = $71,500 - $80,500. • 401(k) plan with opportunity to earn up to 7% the first year and 10% with tenure. • Best and brightest leaders will have opportunities to buy into and become owners in the firm over time. • 10 paid holidays and 15 PTO days to use at your discretion. • Employer paid Health/Dental/Vision insurance premiums for individuals and families. • Employer HSA contributions • Employer paid Life and Long-Term Disability