This is not an administrative position.
We are looking for a highly organized, emotionally intelligent professional to serve as the operational backbone of our busy and growing advisory practice. This role sits at the intersection of client experience, operations, and advisor support, helping families navigate senior care while ensuring our team operates efficiently and effectively.
You will work closely with the owner and advisors to coordinate client journeys, manage intake and follow-up, and keep our systems and processes running smoothly.
This is an ideal opportunity for someone who wants meaningful work, enjoys bringing order to complexity, and is looking for a role with growth potential.
What You’ll Do:
Client & Care Coordination
- Serve as a first point of contact for new families (intake, follow-up, and scheduling)
- Coordinate tours, assessments, and advisor meetings
- Maintain consistent communication with families throughout the process
- Support advisors by managing families
Operations & Systems
- Maintain accurate records in our CRM
- Track tasks, timelines, and client progress across the pipeline
Owner & Advisor Support
- Manage scheduling and reduce administrative burden on advisors
- Prepare and send client and referral follow-ups
- Support marketing logistics (newsletter prep, social scheduling, events, lunch & learns)
- Assist on tours when needed (note-taking, coordination, follow-through)
Who You Are
- Highly organized with strong attention to detail
- A clear communicator—warm, professional, and responsive
- Comfortable speaking with families in emotional or transitional situations
- Able to manage multiple priorities without dropping the ball
- You anticipate needs, take initiative, and ensure nothing falls through the cracks.
- Tech-comfortable (CRM systems, email platforms, basic design tools like Canva a plus)
Ideal Background
- 3–10 years of experience in client services, healthcare, administration, or operations
- Experience supporting a small business owner or team is a strong plus
- Background in senior care, healthcare, or service industries is helpful but not required
What Success Looks Like
- Advisors are freed up to focus on families and referral partners
- Intake response times are fast and consistent
- Client experience feels seamless and supported
- Systems are clean, accurate, and up to date
- The office runs smoothly without constant oversight
Why This Role Matters
Families come to us during some of the most stressful and uncertain moments of their lives. Your work ensures they feel supported, informed, and cared for from the very first interaction.
Internally, you are a force multiplier—helping our advisors do their best work and enabling the business to grow.
