What are the responsibilities and job description for the Administrative Assistant position at Educated Solutions Corp?
ESC has an exciting opportunity for an Administrative Assistant to support our premier client, a financial advisory firm providing personalized financial planning and investment strategies. As a valued member of this family-led firm, you will provide high-level administrative and client service support to Investment Advisors within a financial advisory practice. This role helps ensure smooth day-to-day operations by managing client communications, preparing documentation for investment accounts, coordinating meetings, and maintaining accurate records. The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced financial services environment while handling confidential client information.
The role will work onsite in Pewaukee, from 8:00am to 4:00pm and offers a supportive team culture and dynamic work environment.
Key Responsibilities
Client Service & Advisor Support
- Serve as a primary administrative contact for clients, responding to inquiries and coordinating communication with advisors.
- Schedule and confirm client meetings, portfolio reviews, and advisor appointments.
- Prepare materials and documentation for client meetings and financial planning reviews.
- Maintain professional communication with clients via phone, email, and in-person interactions.
Account Administration
- Assist with new client account setup and ensure all required paperwork and compliance documentation is completed.
- Process account maintenance requests such as address changes, transfers, distributions, and beneficiary updates.
- Track account activity and follow up on transaction requests or pending documentation.
- Maintain accurate client records within CRM or portfolio management systems.
Operational & Office Support
- Manage advisor calendars, coordinate travel arrangements, and support daily office operations.
- Prepare reports, correspondence, and client presentations.
- Maintain electronic and physical filing systems for financial documents and client records.
- Assist with marketing mailings, client events, and seminar logistics.
Compliance & Documentation
- Ensure documentation meets regulatory and compliance requirements.
- Track required client documentation and assist in maintaining audit-ready records.
- Coordinate with custodians, broker-dealers, and internal compliance teams when required.
Qualifications
Required
- 2 years of administrative or client service experience, preferably in a professional services firm - financial services, banking, or wealth management.
- Strong organizational skills with high attention to detail.
- Proficiency with Microsoft Office (Excel, Word, Outlook, PowerPoint).
- Ability to manage multiple priorities in a deadline-driven environment.
- Excellent communication and customer service skills.
Preferred
- Experience working with financial planning or CRM platforms (Redtail, eMoney, Orion, etc.).
- Understanding of investment accounts (IRAs, brokerage accounts, retirement plans).
- Experience in a Registered Investment Advisor (RIA), brokerage firm, or wealth management office.