Assistant Office Manager

True North Advisors is a small, family-run financial advisory firm in San Jose, and we’re looking for our next Assistant Office Manager.

This is a succession role. You’ll start by shadowing our current Office Manager, gradually take on more responsibility, and grow into the Office Manager position over time. We’re starting this position part-time, with the opportunity to grow into a full-time role as you take on more of the work.

We care about work-life balance and build schedules around our team’s lives. Hours are flexible and can fall within school hours, which works well if you’re looking for work that fits around drop-off and pickup. No prior financial services experience is required. We’ll train you on everything, including our systems.

Responsibilities

• Follow up with clients on servicing requests, account updates, and outstanding tasks by phone and email
• Schedule client appointments and prepare materials and files ahead of each meeting
• Maintain clear audit trails of paperwork and client communication
• Organize and maintain client files, both digital and physical
• Handle data entry accurately and follow up to make sure every item is completed
• Use our CRM system to track all open items so nothing gets missed or falls through the cracks
• Support the firm’s compliance practices in daily recordkeeping and client communication

Qualifications

• Friendly, outgoing, and comfortable reaching out to clients
• Strong attention to detail and pride in accurate, organized work
• Able to work independently, manage priorities, and follow through without constant direction
• Comfortable learning new software and technology, including CRM systems (experience is a plus but not required, since we will train you)
• Able to handle confidential client information with professionalism and discretion
• Interested in office management and administration

What we offer

• Paid, hands-on training directly from our Office Manager and virtually
• A flexible, part-time schedule to start with growth into full-time
• A clear path from part-time Assistant Office Manager to a full-time Office Manager role
• A small, close-knit team where your work matters from day one

Job title: Assistant Office Manager (Part-Time, Growth to Full-Time)
Company: True North Advisors
Location: San Jose, CA (in person)
Job type: Part-time, Contract
Pay: Starting at $20.00 per hour
Schedule: 1–3 days per week, Monday to Friday, day shift; school-hours scheduling available
Application deadline: October 31, 2026

Interviews will be done via zoom to start. When emailing to apply, please include current interests and hobbies you like to do outside of work and why you think you have great attention to detail. We look forward to meeting you.

Pay: From $20.00 per hour

Expected hours: 8.0 – 12.0 per week

Work Location: In person