Job Description

Operations Assistant to the Director of Operations (Part-Time)

Company:

Old Forge Wealth Management, LLC

Location:

In-Office -- Warwick, RI

Employment Type:

Part-Time (In-Office) Monday-Friday, 11:30 AM-4:30 PM or 12:00 PM-5:00PM

Reports to:

Director of Operations

Position Overview

Old Forge Wealth Management is seeking a part-time Operations Assistant to provide administrative and operational support to our Director of Operations. Responsibilities include answering phones, scheduling appointments, maintaining accurate filing and documentation, and assisting with day-to-day operational tasks.

This is an in-office position in Warwick, RI. We're looking for someone who is detail-oriented, dependable, and comfortable handling confidential information. This role may have the opportunity to transition into a full-time position in the future based on performance and business needs.

Key Responsibilities

Phone & Front-Line Support

Answer incoming phone calls with a professional, friendly demeanor

Route calls appropriately, take accurate messages, and ensure timely follow-up

Provide general administrative support and assist with day-to-day operational requests

Scheduling & Calendar Management

Schedule appointments and maintain calendars using Microsoft Outlook

Confirm meetings and appointment details, communicate changes promptly, and prevent scheduling conflicts

Coordinate logistics and ensure appointment and meeting details are accurate

Filing, Recordkeeping & Documentation

Maintain organized electronic and physical filing systems

Scan, upload, label, and properly store documents according to internal procedures

Ensure documentation is accurate, complete, and easily retrievable

Support routine office administration including scanning, copying, mailing, and document preparation

Operations & Systems Support

Maintain accurate notes, tasks, and records in Redtail CRM

Organize and manage client documentation in Redtail Imaging

Assist with basic account and operational workflows using Schwab Advisor Platform

Support administrative and reporting tasks as needed using Black Diamond

Follow internal procedures related to confidentiality, document retention, and client information handling

Technology & Systems You'll Use

Black Diamond (client/portfolio reporting support)

Redtail CRM & Redtail Imaging (client notes, tasks, and document storage)

Microsoft Outlook (email and scheduling)

Schwab Advisor Platform (custodian/account-related workflows)

Training will be provided; candidates should be comfortable learning and working across multiple systems daily.

Key Factors for Success

Professional phone presence and strong communication skills

Exceptional attention to detail and consistent follow-through

Strong organization skills for filing, documentation, and administrative work

Comfort managing schedules, calendars, and appointment coordination

Reliability, discretion, and ability to handle confidential information

Ability to work independently while supporting the team

Qualifications

Required

Strong attention to detail and ability to complete tasks accurately and consistently

Comfort using technology platforms and learning new systems

Proficiency with Microsoft Outlook (email + calendar scheduling)

Strong written and verbal communication skills

Ability to maintain confidentiality and follow established processes

Preferred

Experience in an administrative assistant, operations support, or similar role

Experience with Redtail CRM and/or Redtail Imaging

Familiarity with Schwab Advisor Platform (or similar custodian platform experience)

Exposure to Black Diamond or other portfolio reporting tools

Experience in wealth management, financial services, or a professional office environment

Compensation & Benefits

Compensation TBD

Sick leave

Must be able to pass a background check

Job Type: Part-time

Pay: $18.00 - $25.00 per hour

Expected hours: 20 per week

Work Location: In person