Private Wealth Administrative Officer

Private Wealth Administrative Officer

RWA Wealth Partners is a boutique wealth management firm that provides customized solutions designed to help clients grow and protect their wealth so they can pursue a rewarding lifestyle, realize their goals, and create a legacy for generations.

Our team of professionals operates from six offices across the nation, serving over 6,000 clients and managing over $20 billion in assets.

We are looking for passionate individuals who are eager to make a difference in the lives of our clients while being part of a collaborative and innovative team. If you are ready to elevate your career in a dynamic environment that values respect, teamwork and personal growth, consider joining us at RWA Wealth Partners.

Role Overview

The Private Wealth Administrative Officer plays a critical role on the business administration team, supporting the Private Wealth group by delivering high touch operational and client service support. This role serves as a key point of coordination across client onboarding, account maintenance, documentation, and custodian interactions, ensuring a seamless client experience from start to finish.

The ideal candidate brings a strong commitment to white glove client service and exceptional attention to detail. As a member of the team, this individual partners closely with client officers and internal stakeholders to manage day-to-day client administrative needs and help maintain RWA's high standards of service and operational excellence.

Responsibilities:

• RWA Firm Documentation Management: Prepare, review, and file internal firm documentation, including Investment Management Agreements (IMAs), Advisory Services Agreements (ASAs), and Schedule Change Letters, ensuring accuracy, compliance, and timely processing.
• Custodian Forms & Document Preparation: Complete, submit, and track custodian documentation for account openings, transfers, and ongoing maintenance, ensuring all paperwork meets custodian requirements and is processed through completion.
• Account Maintenance & Administration: Process ongoing account updates such as beneficiary designations, Powers of Attorney (POA) additions/removals, trustee updates, and other administrative modifications.
• Ad Hoc Administrative & Client Paperwork: Manage ad hoc documentation requests including account applications, account transfer forms, standing instructions, and other client specific forms with accuracy and responsiveness.
• Schedule & Fee Changes: Draft and process Schedule Change Letters related to fees, investment objectives, or administrative updates.
• NIGO & Service Message Resolution: Monitor and resolve NIGO (Not In Good Order) items and service messages related to onboarding, transfers, and maintenance cases.
• Account Opening, Funding & Asset Tracking: Track account opening, funding, transfers, and asset movement; perform basic reconciliations to ensure records align with custodian data.
• Contact Preference Center (CPC) Processing: Process contact preference updates (address, email, phone) to maintain accurate, compliant client records.
• Salesforce Case Management: Manage and maintain Salesforce case workflows, ensuring case status remains current, tasks are updated in a timely manner and case notes are accurate to support efficient processing and status visibility.
• DocuSign & Document Systems: Generate, distribute, and file client documents using DocuSign CLM and eSignature, ensuring proper execution, integrity, organization, and retention.

Education, Experience and Qualifications:

• Minimum of 3 years of experience in administrative, client service, or operations support within an RIA, wealth management firm, or similar financial services environment.
• Hands-on experience with client onboarding and account transfers, including preparation, submission, and tracking of required documentation.
• Proficiency in Microsoft Excel and other Microsoft Office applications (Word, Outlook), with the ability to manage data, track workflows, and maintain accurate records.
• Experience using DocuSign, including document preparation, envelope management, and tracking execution.
• Familiarity with major custodians, preferably Fidelity and Charles Schwab, including account opening, transfer, and maintenance processes.
• Experience with CRM systems, with Salesforce preferred.
• Highly organized and detail-oriented, with a proactive approach to managing multiple priorities and deadlines.
• Strong customer service mindset, with the ability to respond professionally and solution-oriented to internal and client requests.
• Comfortable learning and navigating new systems, tools, and processes in a fast-paced environment.
• Dependable and professional, with the ability to handle sensitive and confidential information with discretion.

Compensation

The anticipated base salary range for this position is $70,000- $85,000. Final base compensation will be carefully determined based on several factors including relevant knowledge, skillset, and experience. Additionally, this role will be eligible for other forms of compensation and benefits, such as discretionary bonus, health, dental, and vision plans, and employer 401(k) contributions.

RWA Wealth Partners is an equal opportunity employer. We believe that the most effective way to invite and retain a diverse workforce is to build an enduring culture of inclusion and belonging. The Firm does not discriminate in employment because of race, creed, national origin, religion, age, color, sex, marital status, sexual orientation, gender identity, disability, citizenship status or protected veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations.

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