Administrative Assistant

Job Description

Job Description

Job Overview -
We are seeking a highly organized and proactive Administrative Assistant to serve as a key operational partner to the advisor and leadership team. This role will act as the advisor’s right hand, ensuring that day-to-day operations run smoothly while supporting the delivery of an exceptional client experience.

The Administrative Assistant will play a central role in coordinating operational workflows, supporting client service processes, maintaining technology platforms, and preparing reporting and documentation used internally and with clients. This individual will help streamline the firm’s processes and ensure operational consistency across the organization.

The ideal candidate is detail-oriented, comfortable working with technology systems, and enjoys being a trusted resource who helps keep the business organized, efficient, and client-focused.

Key Responsibilities -

Executive & Operational Support

• Serve as a key operational partner to the advisor, helping manage daily workflows and operational priorities
• Coordinate and support day-to-day activities that enable the advisor to focus on client relationships and business development
• Assist in organizing projects, tracking priorities, and ensuring follow-through on key operational initiatives

Client Experience & Service Support

• Assist with client service processes and ensure requests are handled accurately and efficiently
• Prepare client meeting materials and reporting packages using portfolio accounting systems and industry data sources
• Help coordinate client communications and documentation, when needed
• Support efforts to maintain a consistent, high-quality client experience

Operations & Workflow Management

• Assist with transaction processing while ensuring internal procedures and compliance guidelines are followed
• Maintain familiarity with the firm’s operational systems and technology platforms
• Help identify opportunities to improve workflows and operational efficiencies
• Assist in implementing new tools, processes, or system enhancements that improve operational effectiveness

Technology & Systems Support

• Maintain working knowledge of the firm’s technology stack and how systems integrate with one another
• Help ensure operational systems and client service platforms are used effectively
• Assist with troubleshooting and coordination with technology vendors when needed

Documentation & Reporting

• Prepare internal and client-facing reports using portfolio accounting systems and industry platforms
• Assist in maintaining operational documentation, standard operating procedures, and workflow guides
• Help track operational metrics and performance indicators where applicable

Vendor & Administrative Coordination

• Assist in coordinating with external vendors and technology providers
• Help monitor vendor services that support daily operational activities
• Ensure timely preparation and delivery of reports or materials requested by leadership

Experience & Education -

• Experience supporting operations or client service in a professional services or financial services environment required
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) required
• Strong organizational and time-management skills required
• Excellent written and verbal communication abilities required
• Ability to communicate professionally with colleagues, vendors, and clients required
• Familiarity with investment operations, portfolio accounting, or performance reporting preferred
• General understanding of technology systems and software tools used in financial services preferred
• Experience with ClientWorks or similar financial advisory platforms is preferred
• Bachelor’s degree preferred