Paraplanner / Senior Executive Assistant (Remote)

The company is a boutique Australian financial planning practice specializing in self-managed superannuation funds (SMSFs), comprehensive investment strategies, personal risk insurance, and ongoing wealth advice. Dedicated to delivering high-touch, highly compliant advice, the firm prides itself on driving strong client relationships and seamless operational efficiency.

ROLE OVERVIEW:

We are seeking an experienced Paraplanner / Senior Executive Assistant to serve as the Financial Planner’s trusted operational partner. Going beyond traditional back-office document generation, this versatile, client-facing role combines technical paraplanning expertise with proactive executive support, end-to-end review management, and strategy implementation. The successful candidate will take full ownership of client workflows, keeping advice tasks progressing smoothly so the Financial Planner can focus on strategic client conversations and business growth.

Responsibilities

• Client Review & Appointment Management: Manage the end-to-end client review calendar; schedule Zoom/Google Meet appointments, send 1-week and 1-day reminders, gather pre-meeting info, and proactively resolve missing documentation or scheduling delays.
• Pre-Meeting Preparation & Research: Prepare comprehensive client files and meeting packs; conduct strategy research (property evaluations, insurance policy coverage reviews, Ongoing Service Agreements, and portfolio analysis); and liaise with accountants and third parties for SMSF tax/financial documents.
• Post-Meeting Administration: Capture meeting notes, draft and update Statements of Advice (SOAs), Records of Advice (ROAs), and Ongoing Service Agreements; generate insurance quotes; and build and track actionable post-meeting execution plans.
• Implementation & Follow-Up: Coordinate the implementation of financial advice; issue and track application forms with insurers and product providers; monitor outstanding requirements; and provide clients with regular, professional progress updates.
• Compliance & File Management: Maintain pristine, compliant records within AdviserLogic and Google Drive; uphold strict file-naming and version-control standards; draft accurate file notes; and keep client workflows, task lists, and CRM records fully updated.
• Executive & Operational Support: Keep the Financial Planner informed of key priorities, deadlines, and required decisions; continuously refine system templates, checklists, and workflows; and help integrate AI-enabled note-taking and advice-generation tools.

Requirements

• Experience: Minimum 2+ years supporting an Australian financial planning, wealth management, or financial services practice.
• Technical Paraplanning Knowledge: Practical experience preparing or supporting SOAs, ROAs, Ongoing Service Agreements, and advice implementation within Australian compliance and regulatory frameworks.
• Software Proficiency: Hands-on experience with AdviserLogic and CRM/workflow systems.
• Communication & Execution: Excellent written and spoken English with exceptional organizational, prioritization, and proactive follow-up capabilities.
• Autonomy & Attention to Detail: High degree of accuracy when handling sensitive financial information, paired with the confidence to manage tasks independently.

Preferred

• Prior experience supporting an SMSF-focused financial planning practice or handling SMSF document coordination.
• Hands-on experience with Morningstar or comparable financial research platforms.
• Familiarity with Google Workspace (Google Drive, Google Meet) and life insurance research/quoting tools.
• Exposure to mortgage-broking, lending, or loan-administration processes.
• Familiarity with emerging AI tools for client meeting transcriptions, advice generation, and workflow automation.

What You’ll Bring

• Proactive Ownership: A self-starter attitude with a strong drive to identify 'what needs to happen next' and see every task through to completion without micromanagement.
• Grounded, Leadership Energy: A mature, dependable, and organized presence—a calm 'work mum' personality who keeps both the Financial Planner and clients accountable and moving forward.
• High Interpersonal Polish: A warm, articulate, and empathetic communication style that builds immediate trust with clients and professional third parties.
• Compliance Mindset: Strict attention to detail and zero tolerance for missed steps, ensuring all client files are audit-ready and fully documented.
• Adaptability & Tech Curiosity: An open, curious mindset eager to learn deeper SMSF strategies and adapt to evolving business systems, AI tools, and workflows.