Part-Time Scheduling Coordinator
for Growing RIA Firm in Redlands, CA
Location: Fully Remote (with quarterly visits to Redlands, CA office)
Schedule: Monday–Friday, 9:00 AM – 2:00 PM PT
FLSA Status: Non-exempt
KWB Wealth is a top investment management firm headquartered in Southern California and serving clients across the globe. We run an efficient operation, with 20 team members managing over a billion dollars in assets. Founded in 1996, KWB Wealth’s primary vision is to grow our business by developing lasting relationships with clients through unrivaled service and expert advice. We are seeking a part-time Scheduling Coordinator who is as committed as we are to clients and growth, both personally and professionally.
Position Summary:
KWB Wealth is seeking a highly organized and self-motivated Part-Time Scheduling Coordinator to support our growing team. This individual will be responsible for coordinating client and internal meetings, managing multiple advisors’ calendars, and ensuring seamless communication between team members and clients. The ideal candidate will be proactive, detail-oriented, and comfortable working independently in a fast-paced, remote environment
Key Responsibilities:
Phone and Communication Support:
- Answer and direct incoming calls via Zoom phone system
- Monitor call queue voicemails and forward messages to the appropriate team member
- Serve as a reliable and professional point of contact for scheduling-related inquiries
Client Scheduling and Meeting Coordination:
- Schedule and confirm client meetings, including Advisory Reviews and Prospect Meetings
- Confirm all upcoming appointments with clients
- Create and manage Zoom meeting links as needed
- Ensure all compliance and documentation requirements are met before scheduling
Calendar Management:
- Manage calendars for multiple advisors with a focus on efficiency and accuracy
- Reschedule meetings as conflicts arise and communicate changes proactively
- Schedule internal team meetings, trainings, webinars, and webinar practice sessions
- Maintain clean and conflict-free calendars, including adjusting lunch breaks and avoiding overlaps
- Block out holidays and key firm dates annually
- Provide the CEO’s 3-month calendar to certain parties
- Manage CEO’s and COO’s calendars – coordinate their travel schedule and travel arrangements
Qualifications:
- 3+ years of experience in calendar management, preferably supporting multiple team members
- High level of accuracy and consistency in scheduling and communication tasks
- Discretion in dealing with highly sensitive, highly confidential client information
- Proficient in Zoom, Salesforce, Microsoft 365, and basic computer software
- Strong verbal and written communication skills; professional and personable on the phone
- Flexibility and eagerness to assist with a variety of tasks
- Dependability, self-motivation, willingness to take initiative in all areas, and highly organized with a keen eye for detail
- Ability to determine priorities and perform with a sense of urgency
- Ability to manage time effectively and work independently with minimal oversight
- Comfortable adapting to shifting priorities and fast-paced environments
- Coachable and open to feedback and ongoing process improvement
- Commitment to team collaboration and success
- Prior experience in a financial or professional services firm is a plus
- California and Colorado residents preferred
Why Join KWB Wealth?
At KWB Wealth, we are committed to building a client-first, team-centered culture rooted in excellence, trust, and service. As a part of our team, you'll have the opportunity to work with a dynamic group of professionals who are passionate about financial planning and making a positive impact on our clients’ lives.
You’re a great add to the KWB team if you:
Believe you can do well by doing right. Our AUM, profit, and revenue are important, but that is not our focus when it comes to measuring success. The firm’s success is measured by the lives we positively impact and the raving fans we create.
You must be an independent thinker who is adaptable and willing to take on tasks outside your job description. Collaboration, humility, and respect are essential in our work environment. You must be committed to achieving client-centered goals and communicating effectively. We value tech-savviness and creativity in generating content.
Salary
$30 hour
Employment Status:
This position is classified as W2. As a part-time employee, you will not be eligible for health insurance or retirement benefits. However, you will be entitled to paid sick leave in accordance with California law.
Before applying, please visit our website at kwbwealth.com to familiarize yourself with our team and core values