Administrative Assistant

The Administrative Assistant plays a dual role in supporting advisors while overseeing the daily operations of a boutique financial planning and investment management firm. This position ensures smooth office operations, delivers high-touch client service, and maintains compliance, organization, and efficiency across firm processes. The ideal candidate is dependable, proactive, organized, and comfortable managing both administrative and operational responsibilities in a confidential, professional environment.

Key Responsibilities

Client Service & Administrative Support:

• Greet clients and serve as primary point of contact for phone calls and office visits
• Manage advisor calendars and coordinate client meetings
• Prepare client files, onboarding materials, and meeting packets
• Maintain CRM updates, electronic filing systems, and document retention
• Handle routine client service requests and correspondence

Office Management & Operations:

• Oversee daily office operations and ensure workflow efficiency
• Maintain office supply inventory and coordinate vendor relationships
• Establish and improve office procedures and operational checklists
• Coordinate maintenance, technology support, and office equipment
• Manage mail, courier services, and secure document handling
• Process invoices, vendor contracts, and service renewals

Compliance & Risk Management Support

• Assist with compliance documentation and audits as required
• Ensure accurate handling and storage of confidential client data
• Monitor adherence to firm processes, regulatory requirements, and best practices
• Maintain firm licenses, insurance documentation, and corporate records

Human Resources & Internal Support

• Assist with onboarding new employees and coordinating training
• Support performance review scheduling and internal communications
• Coordinate office culture activities and team events

Qualifications

Required:

• High school diploma or equivalent; Associate’s or Bachelor’s preferred
• 3 years of administrative or office management experience
• Excellent organizational and communication skills
• Proficiency with Microsoft Office / Google Workspace
• Ability to manage confidential information with discretion

Preferred:

• Experience in financial services or professional services
• Familiarity with CRM systems and custodial platforms
• Experience with bookkeeping or accounting support
• Compliance knowledge (SEC/FINRA preferred)

Skills & Competencies

• High attention to detail and ability to manage multiple priorities
• Client-focused, professional demeanor
• Self-starter with strong problem-solving ability
• Process-driven mindset with continuous improvement approach
• Strong follow-through and accountability

Work Environment

• Flexible office-based
• Boutique firm with close client and team interaction