[Hiring] Paraplanner / Senior Executive Assistant @D2B

Role Description

We are seeking an experienced Paraplanner / Senior Executive Assistant to serve as the Financial Planner’s trusted operational partner. This versatile, client-facing role combines technical paraplanning expertise with proactive executive support, end-to-end review management, and strategy implementation.

• 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
  • 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)
  • 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
  • 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
  • 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
  • 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
  • Help integrate AI-enabled note-taking and advice-generation tools

Qualifications

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

Requirements

• 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 micro-management
• 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