Administrative and Investment Assistant

About the Role:

We are looking for a highly capable and detail-oriented Sales & Investment Assistant to support our CEO, a senior financial advisor and firm owner, and support the Advisory Associate to the CEO. This dynamic role blends executive and administrative support, client service, investment operations, and family office administration.

Reports to: Advisory Associate to the CEO.

You will manage financial and household-related tasks for key clients, coordinate with custodians and internal departments, assist with alternative investment operations, and help maintain account documentation and reconciliations. You’ll also provide day-to-day support to the CEO, helping manage schedules, meetings, communications, and select transactions.

The ideal candidate is organized, tech-savvy (especially with Excel), discreet, and enjoys working in a collaborative, high-performance environment. This is a unique opportunity to contribute to the success of a boutique wealth management firm with a global client base.

Key Areas of Responsibility:

• Provide direct support to the CEO and Advisory Associate, assisting with day-to-day operations, client service, and strategic follow-up

• Manage family office responsibilities including household payments, banking coordination, and financial organization for ultra-high-net-worth clients

• Oversee account opening processes, documentation updates, and W-8 renewals, in coordination with compliance and back office

• Assist with alternative investment operations such as subscription agreements, capital calls, fund tracking, and online access setup

• Reconcile client accounts using Excel-based tools and internal reporting platforms; maintain accurate documentation and transaction records

• Coordinate executive logistics including calendar management, travel, meetings, and client events

• Handle communication flow and organize both physical and digital correspondence for clients and custodians

• Collaborate cross-functionally with internal departments (compliance, new accounts, operations) and external custodians (e.g., Pershing) to ensure seamless client experience

Requirements:

• Minimum of 3 years of related experience, preferably within the financial services industry
• Prior exposure to family office environments is highly desirable
• Proficient in Microsoft Excel and comfortable working with document control and account management systems (e.g., Zoho, NetX360)
• Exceptional organizational skills with the ability to prioritize tasks and meet deadlines in a fast-paced, high-pressure environment
• Strong written and verbal communication skills, with attention to detail and professionalism
• Proven ability to handle confidential and sensitive information with discretion
• FINRA SIE, and Series 99 (Preferred)
• Fluency in both Spanish and English is required

Job Type: Full-time

Pay: $60-$70k annually

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Language:

• Spanish (Required)

Ability to Commute:

• San Diego, CA 92101 (Required)

Work Location: In person