What are the responsibilities and job description for the Administrative Services Associate position at Messina Talent Advisors?
Administrative Services Associate
Location: Deerfield, Illinois
Industry: Wealth Management Family Office
Work Arrangement: Hybrid (1-2 days remote after orientation)
About the Role
Join our dynamic wealth management family office as an Administrative Service Associate, where you'll play a vital role in supporting our Private Client Group Advisors. As the primary contact for clients and prospects, you'll deliver exceptional relationship management and comprehensive administrative support for individuals, entities, and trusts.
Administrative Support:
- Maintain organized filing systems and document management
- Scan documents to client directories and create electronic files
- Process all incoming communications (mail, email, voicemail, courier services)
- Support tax department operations to enhance efficiency and client satisfaction
- Serve as the primary point of contact for the assigned client base
- Communicate directly with clients and professional partners
- Coordinate information flow between various professional service providers
- Complete additional family office services as needed
Financial Support
- Assist with the administrative functions of filing tax returns with corresponding client communications
- Process estimated tax payments and annual regulatory filings
- Submit payroll forms and manage deposit processing
- Handle bill payments and maintain accurate financial records
- Generate monthly, quarterly, and custom transaction reports using Quicken and QuickBooks
- Prepare subscription documents and coordinate client signatures
- Submit investment packages with supporting documentation
- Track and reconcile account balances to ensure adequate funding
- Manage Fidelity investment account transactions, including account setup, asset transfers, money movement, charitable giving, and trust distributions
Essential Skills and Experience:
- BS/BA degree in Business, Finance, or related field, or equivalent experience preferred
- Experience with a financial, wealth management, or CPA firm is preferred but not required
- Ability to organize and manage multiple priorities in a demanding environment where time management, attention to detail, follow through, and meeting deadlines are critical
- Excellent computer proficiency (e.g. Word, Excel, Adobe, Outlook, QuickBooks, Docusign)
- Strong client orientation
- Excellent interpersonal and communication skills
- Strong project management and decision-making skills
- Team player mentality
- Commitment to company values
Work Environment:
- Flat organizational structure promoting creative thinking and cross-level involvement
- Opportunity for professional growth in a dynamic, intellectually stimulating industry
- Exposure to high-profile private clients and institutions nationwide
Compensation & Benefits:
- Competitive base salary
- Performance-based incentive bonus program
- 401(k) retirement plan with company matching contributions
- Comprehensive health insurance (medical, dental, vision)
- Long-term disability coverage
- Generous paid time off policy