Administrative Assistant - Financial Services

Our firm specializes in wealth management for high-net worth individuals and their families. We serve as Personal CFO to a select group of individuals, families, and businesses, helping them lead remarkable lives and leave lasting legacies. Accumulating wealth throughout life takes persistence and focus. Our process creates an experience that helps empower our clients to make the right decisions with more successful outcomes.



We are growing and seeking an Administrative Assistant to become a key part of our boutique wealth management team. This is an in-office role for someone with a mortgage, lending, or financial services background who is also outgoing, warm, and client-facing. Our clients expect a high-touch, white-glove experience, and this role plays a big part in making them feel known, welcomed, and taken care of.

You’ll support day-to-day office operations while interacting with clients, coordinating schedules, and helping the firm continue to grow.



General Responsibilities:

• Greet and welcome clients in a friendly and professional manner in person and over the phone
• Answer, screen, and route phone calls, assisting clients directly or taking messages as appropriate
• Prepare and ensure new account paperwork is successfully submitted, which includes preparing forms, obtaining appropriate signatures, preparing documentation to upload, and coordinating rollovers
• Handle routine matters for client accounts, including processing name and address changes, beneficiary changes, bank authorizations, and answering client questions; provide tax reporting documents to clients
• Track outstanding client service items; proactively address outstanding issues and provide updates
• Correspond with clients to resolve client service challenges as they arise
• Create and maintain accurate client records in the CRM system, ensuring all confidential and required information is securely stored
• Assist in preparation for client meetings and calls; send out agendas and prepare materials, including client illustrations, graphs, charts, reports, etc.
• Support the advisory team with processes related to prospective clients
• Schedule meetings and manage calendars for the advisory team
• Perform various miscellaneous administrative, client service, and general office management tasks as assigned



What we’re looking for:

• Minimum 1-3 years of progressive experience, ideally in wealth management, highly preferred; candidates with experience in similar financial services environments, such as accounting, banking, investment operations, insurance, or mortgage industry roles with a focus on processing are also encouraged to apply
• Excellent follow-through and communication regarding status of open items
• Strong time management skills; ability to prioritize and coordinate multiple work assignments and deadlines efficiently despite frequent interruptions
• Highly organized, detail-oriented, and deadline-driven
• Excellent interpersonal and communication skills; ability to communicate in a pleasant, tactful and effective manner (both orally and in writing), and to handle difficult, sensitive issues
• Friendly, outgoing, and confident communicating with clients
• Professional, proactive, and service-minded

Compensation and Benefits:

• Compensation based on experience
• 401K
• Health and dental insurance
• Paid time off