Administrative Assistant - Financial Services

Overview

A well-established investment management firm is seeking a detail-oriented Administrative Associate to support its Client Service and Business Development team.

This role combines client service support, administrative coordination, reporting, presentation preparation, and database management. The successful candidate will work closely with investment professionals and senior team members to ensure client and consultant communications are accurate, timely, and professionally delivered.

This is an excellent opportunity for an experienced administrative or client service professional who enjoys working in a fast-paced, detail-driven financial services environment.

Key Responsibilities

• Assist with the preparation and coordination of monthly, quarterly, and annual communications to clients and consultants.
• Prepare and format client presentations and other materials using PowerPoint, ensuring accuracy and consistency with established standards.
• Maintain and update client and prospect information within internal databases, ensuring information remains complete and accurate.
• Support the onboarding of new accounts by ensuring client information and documentation are properly recorded and communicated internally.
• Coordinate client and prospect communications, mailings, materials, and other deliverables.
• Manage departmental scheduling, including meetings, conference room coordination, and tracking of meeting-related information.
• Coordinate domestic and business travel arrangements as needed.
• Provide administrative and project support for recurring and ad hoc client service initiatives.
• Assist team members with preparation of reports, analyses, correspondence, and other client-facing materials.
• Maintain organized records and ensure client-related information is handled accurately and confidentially.
• Provide general administrative and office support as needed.
• Collaborate closely with Client Service, Business Development, and other internal teams to ensure timely completion of deliverables.

Qualifications

• 5 years of administrative or related experience within a professional corporate environment.
• Bachelor's degree preferred.
• Advanced proficiency with Microsoft Office, particularly PowerPoint, Excel, Word, and Outlook.
• Strong experience preparing professional presentations and client-facing materials.
• Excellent attention to detail and ability to accurately maintain client data and records.
• Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Professional demeanor with the ability to interact effectively with senior management, clients, consultants, and internal stakeholders.
• Ability to work independently while also contributing effectively within a team-oriented environment.
• Strong judgment and discretion when handling confidential client and business information.