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About Us
Hybrid Financial is a fast-growing financial firm dedicated to helping individuals and families create secure and fulfilling retirement plans. We pride ourselves on delivering personalized client experiences through strategic financial guidance and engaging educational events. We’re seeking a dependable, people-focused professional to join our close-knit and familial team as an Appointment Setter & Events Coordinator—a vital role in both day-to-day operations and client engagement.
Position Summary
This role blends administrative support, client coordination, and event logistics. You’ll be the first point of contact for many clients—responsible for scheduling appointments, maintaining records, and ensuring our seminars and events run smoothly. Ideal candidates are highly organized, courteous, detail-oriented, and comfortable critically thinking through multiple tasks in a client-facing environment.
Key Responsibilities
Client Scheduling & Relationship Building
Schedule appointments for new and existing clients via phone, email, and text
Follow up with clients after meetings and events to keep relationships strong
Maintain consistent communication with prospects and leads through ongoing outreach
Greet clients warmly upon arrival and ensure they are comfortable for their appointment
Answer incoming calls and respond to voicemails and inquiries in a timely, professional manner
Track all client and potential client touchpoints and communications within the CRM
CRM, File Maintenance & Office Administration
Keep CRM updated with accurate and current client data, appointment notes, and follow-up tasks
Maintain physical and digital client files in an organized and confidential manner
Update account information and prepare necessary paperwork in advance of appointments
Monitor workflows and ensure timely follow-up with leads, appointments, and service items
Open and distribute incoming mail; manage basic office errands as needed
Order and restock office supplies to ensure smooth daily operations
Event & Seminar Support
Assist in planning, organizing, and executing client appreciation events and educational dinner seminars. 5-10 evenings a month
Track RSVPs and manage guest lists
Prepare event materials, signage, guest check-in lists, and post-event follow-up communications
Attend all events and manage on-site logistics, client experience, and event breakdown
Qualifications
At least 2 years of experience in appointment setting, customer service, and/or office administration is required.
Strong ability to influence and motivate clients to schedule and keep appointments
Intuitive ability to determine client’s interest and suitability for services
Strong ability to remain courteous and professional under pressure
Exceptional organizational and multitasking skills
Excellent communication and interpersonal abilities with a warm, professional presence in person and over the phone
Comfortable using or learning CRM software
Reliable, punctual, and able to work 5-10 weekday evenings for events, as well as 1-2 weekend days a year, as needed
Must have reliable and consistent transportation and the ability to use personal vehicle to travel to seminars and events, as well as satellite offices (quarterly) within a 60-mile radius of Fort Worth
Compensation & Benefits
Competitive salary based on experience
Bonus opportunities based on performance and event success
Paid time off, including major holidays
401K plan
Professional development and training
Opportunity to grow with a fast-paced, client-first financial firm
Hybrid Financial is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace and do not discriminate based on race, ethnicity, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, veteran status, or any other status protected under federal, state, or local laws. All employ
To apply for this job, follow this link https://app.smoothhiring.com/candidate/apply-job/HYB0002-5E8H?ps=clphttps://app.smoothhiring.com/candidate/apply-job/HYB0002-5E8H?ps=clp