What are the responsibilities and job description for the Office Administrative Assistant position at Creative Capital Wealth Management Group?
Company Description
Creative Capital Wealth Management Group (CCWMG) is a boutique wealth management firm specializing in retainer-based virtual family office services, alternative investments, and tax mitigation strategies exclusively for accredited investors. Founded in 2003, we are dedicated to helping high-net-worth clients achieve financial independence through personalized, holistic planning and access to institutional-level opportunities. Our team thrives in a fast-paced, client-focused environment where simplicity, transparency, and exceptional service are core values.
Role Description
We are seeking an experienced Office Administrator / Executive Assistant to join our team and play a pivotal role in supporting our daily operations and leadership. This position combines front-office administration, executive support for the CEO, and client scheduling coordination in a dynamic wealth management setting. The ideal candidate is proactive, detail-oriented, and thrives in a high-energy office serving sophisticated clients.
Key Responsibilities
- Serve as the first point of contact: Answer and direct phone calls, greet visitors, and provide professional client service both in-person and virtually.
- Maintain office operations: Ensure the office is fully prepped, stocked, and organized for client meetings, team members, and daily activities (e.g., supplies, refreshments, meeting rooms).
- Provide executive assistance to the CEO: Manage calendar, schedule appointments, coordinate travel, prepare correspondence, and handle confidential tasks.
- Support client scheduling: Coordinate meetings and reviews for wealth strategists and advisors using Wealthbox CRM, ensuring seamless workflows and follow-ups.
- Leverage Wealthbox expertise: Manage tasks, workflows, contact records, opportunities, and reporting to streamline team efficiency and client management.
- Perform general administrative duties: Handle mail, filing, data entry, expense tracking, and ad-hoc projects to support the firm's operations.
- Contribute to a positive team environment: Assist with event coordination, team communications, and other initiatives as needed.
Qualifications
- 5 years of experience in a fast-paced office environment, preferably in wealth management, financial services, or professional services.
- Optional expertise in Wealthbox CRM, including workflows, task management, calendaring, and reporting.
- Exceptional organizational skills with the ability to multitask, prioritize, and adapt in a dynamic setting.
- Strong communication skills (verbal and written) with a professional demeanor for interacting with high-net-worth clients and executives.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfort with technology/CRMs.
- High level of discretion and confidentiality when handling sensitive financial and client information.
- Positive, proactive attitude with a commitment to excellence and team collaboration.
- Ability to act as executive assistant to the CEO and manage all the incoming requests for his time/attention.