Administrative Assistant – Investment Operations Support

Job Title: Administrative Assistant – Investment Operations Support

Location: Pittsburgh, PA (On-Site)

Employment Type: Full-Time

Industry: Financial Services / Investment Management

Compensation: $50,000 - $80,000 (Commensurate with Experience)

About the Role:

A reputable and growing financial services firm is seeking a highly organized, detail-oriented Administrative Assistant to assist the Investment Operations and advisory team with day-to-day operational, administrative, and client service functions. This role ensures the accuracy, efficiency, and professionalism that support the firm’s investment workflows and exceptional client experience.

This position is ideal for someone who enjoys structure, multitasking, and contributing behind the scenes in a fast-paced, client-focused environment.

Key Responsibilities:

Client Onboarding & Service Support

• Assist with onboarding new clients, including gathering required documentation, preparing paperwork, and ensuring all forms are fully completed and submitted accurately.
• Draft and send routine client communications such as confirmations, follow-up messages, and meeting reminders.
• Prepare client review materials, agendas, and reporting packets for advisor meetings.
• Handle inbound calls professionally and manage message routing and follow-ups.

Investment Operations & Trade Support

• Support trade processing and cash management tasks by coordinating with the Investment Operations Specialist, ensuring timely and accurate execution.
• Assist with tracking rebalancing tasks, service requests, and workflow deadlines.
• Monitor accounts and maintain records related to cash movements, transfers, and funding needs.
• Help organize and prepare materials related to portfolio updates and investment changes.

Administrative & Data Management

• Perform high-volume, accurate data entry across CRM systems, custodial platforms, and internal databases.
• Update client records, account details, and operational logs with precision.
• Support ongoing administrative projects, including document organization, form preparation, and internal process improvement tasks.
• Maintain digital and physical filing systems for efficient retrieval of critical documents.

Office & Team Coordination

• Manage calendars, schedule meetings, and support operational coordination across the team.
• Assist with general office tasks to ensure a well-organized and productive environment.
• Participate in firm-wide operational initiatives, updates, and administrative assignments as needed.

Qualifications:

• 1–3 years of administrative experience; financial services industry experience strongly preferred.
• Strong attention to detail and accuracy in documentation and data entry.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook); CRM or portfolio management software experience is a plus.
• Highly organized, proactive, and capable of managing multiple deadlines.
• Professional, discreet, and client-focused work style.