What are the responsibilities and job description for the Project Manager, Transitions position at Apollon Wealth Management?
Project Manager, Transitions
Reports to: Vice President of Strategic Operations
Status: Exempt
Office Environment: Hybrid or Remote
Stakeholder Communication & Accountability
Transition Process Standardization & Continuous Improvement
Firmwide Project Management Support
Reports to: Vice President of Strategic Operations
Status: Exempt
Office Environment: Hybrid or Remote
The Project Manager, Transitions is responsible for driving the end-to-end transition project plan for new advisors and firms joining Apollon Wealth Management. This role ensures consistent execution of onboarding timelines, internal deliverables, cross-functional coordination, and risk management from transition kick-off through post-transition integration.
The Project Manager acts as the operational “quarterback” for coordination and tracking across all transition phases—owning the master timeline, maintaining real-time project tracking tools, and ensuring stakeholders remain aligned, accountable, and informed.
This position works closely with the Transitions Department and key Apollon departments to deliver a seamless, compliant, and client-centered onboarding experience for incoming advisors and their teams.
Core Responsibilities:
Project Ownership & Execution Management
The Project Manager acts as the operational “quarterback” for coordination and tracking across all transition phases—owning the master timeline, maintaining real-time project tracking tools, and ensuring stakeholders remain aligned, accountable, and informed.
This position works closely with the Transitions Department and key Apollon departments to deliver a seamless, compliant, and client-centered onboarding experience for incoming advisors and their teams.
Core Responsibilities:
Project Ownership & Execution Management
- Own and manage the transition project plan and timeline for multiple advisor/firm transitions simultaneously, ensuring delivery of all milestones and internal/external deliverables.
- Build, maintain, and continuously update a real-time project management/tracking tool to ensure visibility, accountability, and progress reporting across transition stages.
- Coordinate tasks and handoffs across all internal teams involved in transitions (Operations, Compliance, Trading/Investments, Advisor Support, Technology, Marketing, Finance, Custodian/Broker-Dealer, HR).
- Maintain clear documentation of timelines, decisions, action items, owners, and blockers throughout each transition lifecycle.
Stakeholder Communication & Accountability
- Serve as a primary internal point of contact for transition execution status, ensuring stakeholders have the correct information at the right time.
- Run recurring transition check-in meetings, publish agendas, capture action items, and ensure follow-through and closure.
- Ensure consistent cadence of communication for each transition and proactively escalate delays, risks, and capacity issues.
Transition Process Standardization & Continuous Improvement
- Maintain standardized onboarding templates, checklists, workflows, and communication plans to ensure cohesion and repeatability across all advisor types.
- Partner with the Transition Support Associate and Transition Associate to streamline data processes, reduce manual work, and improve efficiency and accuracy.
- Recommend improvements to the transition process through reporting, lessons learned, and post-transition retrospective reviews.
Firmwide Project Management Support
- Provide ongoing project management support for key initiatives across the firm, including strategic stakeholder reporting and cross-functional execution support as needed.
Skills and Experience
- 4–7 years of experience in project management, onboarding, operations, or advisor transitions within financial services (RIA, Broker-Dealer, Custodian, or related industry).
- Strong project management and stakeholder coordination capabilities with demonstrated ability to manage multiple priorities and deliver on deadlines.
- Experience working with custodial and/or Broker-Dealer platforms and related financial technology systems.
- Strong documentation, organization, and communication skills (written verbal).
- High attention to detail and comfort handling sensitive client and financial information.
- Proficiency with MS Office Suite, especially Excel and email communication; ability to operate within project tracking tools and maintain accurate documentation.