Administrative Assistant - Wealth Management

We are a Hackensack, NJ boutique financial planning and wealth management firm built around the deep relationships we have with our nearly 200 clients. Our mission is to advance our clients’ interests through a diligent and proactive planning process and intentional client experience. We believe we are masters of our craft and are always looking to increase and diversify our knowledge. Our clients know us best because of the support we give them when something happens in their life; changing jobs, buying a car, or if something happens to their loved ones. Our team has been together for years and we function as one unit, fully supporting each other and our clients cohesively. We believe our internal dynamic is the secret sauce because it’s seamless for clients. In addition to our collaborative environment, we support professional development, innovation, and a shared sense of purpose.

We’re looking for a proactive and detail-oriented Administrative Assistant who enjoys supporting others and keeping things moving behind the scenes. This role is designed to help ease the client service and administrative workload across the team and plays a critical part in ensuring clients have a smooth and seamless experience. You will coordinate with custodians and insurance partners, manage account updates and paperwork, help keep client records organized and up to date, and assist with processing client requests. This position is ideal for someone who thrives in a collaborative office environment, takes pride in organization and follow-through, and enjoys being the steady, reliable force that keeps the team running efficiently.

Responsibilities & Activities

• Open and set up a variety of new client accounts, including investment, education savings, retirement, charitable, and cash management accounts
• Prepare, submit, and track applications with custodians and insurance partners
• Process account transfers and ensure all paperwork is submitted accurately and on time
• Maintain and update client information, including address changes and account preferences
• Monitor account alerts and resolve issues when paperwork or requests need correction
• Handle client fund transfers, including wires, ACHs, checks, and internal transfers
• Assist with required retirement distributions and track completion
• Help manage and maintain lines of credit tied to investment accounts
• Coordinate with the investment operations team on cash needs, urgent requests, or account discrepancies
• Process charitable contributions and track related activity
• Enter client financial and estate planning information into planning software
• Follow up on outstanding paperwork and resolve issues on incomplete items
• Support the team with light calendar management, occasional client communication by phone and email, and coordination of client events
• Assist with other general office, client service, and administrative needs as needed

Knowledge, Skills, & Abilities

• High School Diploma or GED required; Bachelor’s degree in business administration, finance, or a related field preferred
• 2-3 years of proven experience in a professional office or administrative setting required
• Experience in financial services is strongly preferred but not required
• Excellent organizational and time management skills and strong documentation habits
• Exceptional written and verbal communication skills
• Strong technology and CRM skills required, as well as proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Industry specific software experience, including Schwab, Wealthbox, and Morningstar preferred
• High level of professionalism and confidentiality, with a strong attention to detail
• Highly organized and adaptable, with the ability to multitask and shift between responsibilities throughout the day
• Superior phone skills; friendly and helpful in all interactions on the phone
• Ability to prioritize and solve problems while maintaining composure and focus