Administrative Assistant - Wealth Management

Job Description

Job Description

We are more than a financial advisory firm; we're a team committed to building lasting relationships and guiding clients toward clarity and confidence in their financial lives. We have a long history and take pride in combining technical expertise with a warm, personal approach, ensuring every client feels valued and supported. Our collaborative culture values humility, teamwork, and growth, making our firm a place where both clients and team members thrive. As we grow, we seek people who share our values of integrity, humility, and excellence. If you're passionate about serving clients and eager to build a career in wealth management, this is a place where you can learn, contribute, and advance.

The Administrative Assistant plays an important role as a primary point of communication with our clients and for our firm. You are instrumental in making sure clients have the best experience possible. You will handle general administrative duties, manage our phone and in person client correspondence with kindness and professionalism, and assist with basic CRM updates and form management to maintain accurate records. You will represent the firm with professionalism in every interaction and appropriately handle client requests, knowing when to bring matters to the advisors’ attention. You are someone who can confidently manage multiple calendars, navigate and anticipate changes, and coordinate across multiple tasks, all while ensuring nothing is missed or miscommunicated. This position requires discretion, strong attention to detail, and the ability to manage multiple priorities with minimal supervision. keeping communication clear and details organized. We are looking for someone who enjoys supporting others and brings kindness and thoughtfulness to their work. This role can expand over time, but we are hoping you truly enjoy this type of work and will be excited to continue it for several years. We are happy to train someone from outside of our industry as long as you bring a caring and nurturing approach to working with people.

Responsibilities & Activities

• Greet clients and prospective clients in a friendly and sincere manner, making them feel comfortable when they visit the office
• Provide administrative support to the advisors, clients, and team
• Manage and maintain complex calendars, scheduling client meetings and internal appointments
• Draft, proofread, and format professional emails and communications
• Maintain accurate client information in CRM, updating changes and documenting all activities
• Assist with onboarding new clients, including gathering and organizing necessary documentation
• Facilitate client instructions, including forms and follow up
• Follow up on action items from meetings with clients
• Work closely with vendors for office management and other functions
• Coordinate event planning a team lunch as needed
• Order office supplies and groceries, keeping everything in stock in the office
• Perform general office duties including filing, scanning, and managing electronic records
• Perform other duties as assigned

Knowledge, Skills, & Abilities

• High School Diploma or GED required; Bachelor’s degree in business administration, finance, or a related field preferred
• 2+ years of proven experience in a professional setting as a receptionist or administrative assistant strongly preferred
• Excellent organizational and time management skills and strong documentation habits
• Exceptional written and verbal communication skills
• Highly attuned to client preferences and able to recall personal details that enhance the client relationship
• Strong technology skills and proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and CRM software experience required
• High level of professionalism and confidentiality, with a strong attention to detail
• Highly 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
• Attendance is an essential function