ADMINISTRATIVE ASSISTANT

Wealth Management Support Specialist

Location: West Bend (On-Site) Position Type: Full-Time

Our Client's Mission

"To empower our clients to achieve their financial aspirations through strategic wealth management, unwavering integrity, and exceptional, personalized service. We believe in building lasting relationships grounded in trust, transparency, and a commitment to continuous growth."

Position Overview

Are you a highly organized, detail-oriented, and growth-driven Wealth Management Support Specialist? This role is central to the daily operations of the firm, ensuring that clients receive proactive, top-tier service while keeping advisors prepared and workflows moving seamlessly from start to finish.

The ideal candidate is a tech-savvy problem solver who thrives in a fast-paced, hands-on environment. If you are committed to accuracy, professionalism, and continuous improvement—and are looking for a role where you can truly grow within the financial services industry—this is the perfect opportunity.

Hours: M-Th 7:30-4:00, F 7:30-3pm

Salary: $50,000-60,000 DOE

Benefits: Paid Time Off, Approximately 13 Paid Holidays, Simple IRA with a 3% match.

Key Responsibilities

Client Service & Account Management

• Serve as the primary point of contact for service-related updates, including beneficiary changes, banking updates, and contact information modifications across various account types (IRAs, Joint, Individual, etc.).

• Champion the client onboarding process, ensuring all required documentation is executed and processed accurately.

• Process and monitor client distributions, contributions, conversions, and reimbursements (IRAs, 401ks, Mutual Funds, 529s).

• Facilitate statements, forms, and rollover documentation, meticulously monitoring rollovers to ensure proper completion.

• Guide clients through online account access, troubleshooting logins, and navigating custodial and planning platforms.

Workflow & Document Administration

• Drive workflows from initiation to successful completion, ensuring no detail is overlooked.

• Proactively track, update, and resolve any paperwork Not in Good Order (NIGO).

• Administer electronic signatures (DocuSign) and manage physical document mailings for clients when necessary.

• Conduct diligent follow-ups with clients regarding outstanding tasks, missing information, or outdated documents.

• Maintain impeccable, up-to-date client records within the CRM and stay ahead of new CRM feature rollouts.

Advisor Support & Meeting Coordination

• Manage business communications professionally, routing and responding to calls with a client-first mindset.

• Optimize and organize advisor calendars to ensure efficiency, consistency, and proactive scheduling.

• Schedule annual review appointments based on advisor availability and unique client needs.

• Prepare comprehensive annual review documentation, coordinating with back-office staff to gather all required materials.

• Provide hands-on support during client reviews, assisting with portfolio reports and site navigation.

• Utilize modern note-taking technology to document meetings, capturing clear action steps for clients, advisors, and administrative staff.

• Act as a crucial "second set of eyes" on advisor tasks, ensuring total operational accuracy.

Operations & Process Optimization

• Monitor Required Minimum Distributions (RMDs) and other industry-required obligations throughout the year to guarantee full client compliance by year-end.

• Maintain organized weekly schedules and meticulously updated tracking spreadsheets.

• Actively participate in weekly service meetings and individual advisor check-ins.

• Support business development initiatives and help implement strategic enhancements to the client experience.

• Stay current on industry platforms and technology tools, training advisors and staff on new features to continuously improve firm efficiency.

Qualifications & Ideal Traits

Experience & Knowledge:

• Prior experience in financial services, wealth management, or a high-level client service role is strongly preferred.

• Solid foundational knowledge of IRAs, 401ks, Mutual Funds, and RMDs.

• Highly tech-savvy with a proven ability to quickly learn and adapt to new systems, platforms, and processes.

Skills & Attributes:

• Exceptionally Organized: Possesses strong organizational skills and an uncompromising attention to detail.

• Service-Driven: Exhibits a client-first mindset with professional, clear, and empathetic communication skills.

• Proactive Problem Solver: Resourceful and highly dependable, with the ability to manage multiple tasks, deadlines, and follow-ups simultaneously.

• Adaptable: Comfortable navigating evolving priorities within a structured, process-driven, and fast-paced environment.

• Growth-Oriented: Eager to learn, take on increasing responsibility, and build a long-term career within the financial services sector.