What are the responsibilities and job description for the Administrative Assistant – Wealth Management position at Valley National Financial Advisors?
Position Summary
Valley National Financial Advisors is seeking a proactive and detail-oriented Administrative Assistant to support one to two Financial Advisors within our firm. This client-facing role is essential to ensuring a high level of service and operational efficiency. The ideal candidate will thrive in a professional, fast-paced environment and enjoy contributing to the success of a small, collaborative advisory team.
Key Responsibilities
- Serve as the primary administrative support for one to two Financial Advisors
- Manage client scheduling, appointment confirmations, and calendar coordination
- Prepare client meeting materials, account paperwork, forms, and follow-up documentation
- Maintain accurate and up-to-date client records in CRM and financial planning systems
- Handle client service requests, such as account updates, money movements, and general inquiries
- Liaise with custodians and third-party providers to ensure timely processing of client transactions
- Track outstanding documentation and follow up with clients as needed
- Ensure compliance with firm procedures and industry regulations by maintaining proper documentation
- Assist with basic reporting, client communications, and other administrative tasks as assigned
Qualifications
- High school diploma required; Associate's or Bachelor's degree preferred
- 2 years of administrative or client service experience, ideally in a financial advisory or wealth management setting
- Strong organizational skills and attention to detail
- Excellent interpersonal and communication skills-both verbal and written
- Proficient in Microsoft Office (Word, Excel, Outlook); experience with financial CRM systems (e.g., Redtail, Salesforce, or similar) a plus
- Professional demeanor with the ability to handle sensitive information with discretion
- Self-motivated, dependable, and able to prioritize and multitask effectively
Preferred Qualifications
- Experience working with custodians such as Schwab, Fidelity, or Pershing
- Familiarity with financial planning tools or portfolio management systems
What We Offer
- A collegial and respectful work environment in a mission-driven firm
- Opportunity to build long-term client relationships and support meaningful financial outcomes
- Competitive compensation and benefits