Phone & communication support for financial services professionals

Financial advisors, RIAs, and lending teams lose billable hours every week to inbound call triage, prospect follow-up, and scheduling coordination. A Trusty Oak EA handles the communication layer between your firm and your clients so you're not the first line of contact for every question. Whether you're managing a book of 200+ clients or running a boutique advisory practice, consistent, professional phone and communication support protects your client relationships without requiring a full-time hire.

Fractional phone & communication support for financial services firms

How Trusty Oak handles phone & communication for financial services firms

A Trusty Oak EA working in phone and communication for a financial services client typically starts by learning your firm's client roster, communication preferences, and compliance-aware scripts for handling inbound inquiries. Day-to-day, they field calls, route messages through your preferred CRM — whether that's Redtail, Wealthbox, Salesforce Financial Services Cloud, or a simpler tool like HubSpot — and follow up with prospects or existing clients on scheduling, document requests, and general status updates. They don't provide financial advice or discuss account specifics beyond what you've explicitly authorized, which keeps your firm on the right side of regulatory guardrails. Your role is to set the boundaries upfront, approve scripts or call templates, and handle anything that requires licensed judgment — the EA manages everything around that. Most clients find that after the first few weeks, inbound communication is largely off their plate.

What your EA takes off your plate

Before your EA takes a single call, document exactly what they can and cannot say on your firm's behalf — this is especially important in financial services where even casual comments about account performance can create compliance exposure. Prepare a one-page call handling guide that covers how to greet callers, what information to collect, and which situations require immediate escalation to you. The most common mistake is handing off communication without that guardrail in place and then being surprised when edge cases arise.

1

Inbound Call Screening and Routing

Answers calls on your behalf, qualifies the nature of the inquiry, and routes urgent matters to you while logging all contacts in your CRM.

2

Prospect Follow-Up Calls and Emails

Executes outbound follow-up sequences for leads generated through seminars, referrals, or marketing campaigns, using pre-approved scripts and tracking responses in your pipeline.

3

Client Appointment Scheduling and Confirmation

Coordinates review meetings, onboarding calls, and annual check-ins using Calendly, Acuity, or your firm's scheduling system, including sending reminders to reduce no-shows.

4

Document Request Follow-Up

Makes reminder calls and sends follow-up emails to clients who have outstanding paperwork — account applications, beneficiary forms, or KYC documents — to keep onboarding timelines on track.

5

Voicemail Transcription and CRM Logging

Reviews and transcribes voicemails, logs the details in your CRM with appropriate tags, and flags anything requiring a licensed response before the end of the business day.

Tools our team works with

We adapt to your existing stack — no forced migrations.

OpenPhone
HubSpot
Zoom Phone
Google Voice
Acuity Scheduling
Calendly

...and many more!

Trusted by financial services firms

Trusty Oak supports financial services firms including Dominion Fund Services — handling everything from phone & communication to broader operational support.

What phone & communication support costs for financial services firms

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants
~$35/hour
25 hours $875
Specialists
~$50/hour
5 hours $250
Fractional Executives
~$95/hour
0 hours $0
Your monthly budget
$1,125

Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.

Book a Discovery Call

Frequently Asked Questions

No — Trusty Oak EAs are not licensed financial professionals and are not positioned to discuss account specifics, investment recommendations, or anything that falls under regulated financial advice. Their role is to manage the communication infrastructure around your practice: scheduling, routing, follow-up, and documentation. You define the boundaries during onboarding, and the EA operates within them.
Trusty Oak EAs are trained to handle client information with discretion and to log only what's necessary in your designated CRM or communication tool. If your firm has specific data handling requirements — such as avoiding the logging of account numbers or SSNs — those protocols are established during your Strategic Delegation Plan session with your Client Success Manager. We recommend firms in regulated industries also review these workflows with their compliance officer before going live.
You and your EA will establish an escalation protocol during onboarding that defines what constitutes an urgent matter and how it gets to you — whether that's a direct text, a flagged message in Slack, or a call transfer. Most financial services clients maintain a short list of VIP clients or trigger phrases (like 'I want to liquidate' or 'I need to speak to someone now') that prompt immediate escalation regardless of what else the EA is working on.

Let an EA handle the calls. you handle the clients.

Trusty Oak matches financial services firms with US-based EAs who understand how to represent your practice professionally. Start with a $1,000/month budget and a Strategic Delegation Plan built around your specific communication needs.