Administrative Associate

Job Description

Job Description

Chesapeake Wealth Management-

Join Our Team as an Administrative Associate!

Salary Range: $47,000 - $70,600

Are you the kind of professional who thrives on keeping things organized, running smoothly, and one step ahead? Do you enjoy being the go-to person who makes everything happen behind the scenes—while building meaningful relationships along the way? If so, this could be the opportunity you’ve been waiting for.

We’re looking for a proactive, detail-loving multitasker who brings energy, precision, and a client-first mindset to everything they do. In this role, you’ll be at the center of a fast-paced, relationship-driven environment where your coordination, communication, and problem-solving skills truly make an impact every single day.

Why You’ll Love This Role

• You’ll be a trusted partner to a seasoned professional, playing a key role in client experience and day-to-day success
• Your work will directly support meaningful relationships and high-value service delivery
• No two days are the same—perfect for someone who enjoys variety and staying engaged
• You’ll collaborate with a wide network of professionals and build valuable industry knowledge
• Your attention to detail and organizational strengths will be recognized and appreciated

What You Bring

• A natural ability to stay organized, manage priorities, and keep things moving without missing a beat
• A strong sense of ownership—you follow through, problem-solve, and get things done
• Confidence in communicating clearly and professionally with a variety of audiences
• A detail-driven mindset with a commitment to accuracy and excellence
• A passion for delivering exceptional service and building strong, lasting connections

What Makes You Stand Out

You’re not just checking boxes—you’re anticipating needs, spotting opportunities to improve processes, and jumping in wherever needed. You take pride in your work, value teamwork, and enjoy being part of something bigger than yourself.

What We Offer:

• Competitive salary and comprehensive benefits package.
• Opportunities for professional growth and career advancement.
• A supportive and inclusive work environment.
• The chance to make a significant impact within a dynamic organization.

Want to read more about why you should join the team, click the link below:

Top 10 Reason You Should Explore a Career with Chesapeake Bank

If you’re ready to bring your organization, energy, and client-focused mindset to a team that values your contributions, we’d love to hear from you.

Apply today and take the next step in a career where your impact truly matters!

Job Summary:

Supports CWM Relationship Manager by handling day to day needs for clients. Assist Relationship Manager with account management and client relations. It also requires strong organizational skills, proven knowledge of trust regulatory and compliance rules and laws, and experience with state and federal trust audits.

• Perform general administrative duties including maintaining client files, handling incoming and outgoing mail, answering phones and completing open/closing procedures for the office.
• Communicate with clients: Research and solve problems, answer routine inquiries and process client requests.
• Monitor daily account activity and confirm prior day’s transactions were processed accurately to ensure consistent client reporting.
• Manage cash receipts and disbursements efficiently including bill payments and tax payments.
• Work with relationship manager to ensure terms of the governing document are followed.
• Assist assigned relationship manager with proposals and preparation of new account paperwork.
• Establish new accounts on TrustDesk.
• Follow and ensure opening and closing checklists are completed.
• Provide Operations with proper transfer forms for incoming and outgoing accounts and spreadsheets for internal account to account transfers.
• Review overdrafts and cash balances for assigned accounts and address with relationship manager as needed.
• Assist with printing and mailing of quarterly newsletters for assigned relationship manager’s accounts.
• Assist with marketing and planning seminars and client events.
• Assist assigned relationship manager with referral tracking and incentive payouts for bank staff.
• Print and bind client review books for appointments.
• Work with client’s advisors including CPAs, attorneys and insurance agents, etc.
• Gather information and assist with client reports, tax returns and probate filings.
• Assist relationship managers with completion of annual account reviews for Trust Committee.
• Track and ensure all RMDs are taken prior to year-end for assigned relationship manager.
• Scanning and archiving statements and estate and legal documents.
• Responsible for preparing and organizing paperwork and reports required for Trust Committee.
• Coordinate sale of CPKF physical certificates, held in Kilmarnock vault, for educational trust accounts.
• Send out annual confirmation letters to CFS shareholders in September.
• Assist portfolio managers with generating performance reports.
• Understand your role as defined by the three lines of defense to maintain a compliance culture that includes risk management processes
• Perform additional duties as required.

Requirements:

• 3 + years of experience in the financial industry
• Great organizational skill with the ability to multitask
• Strong verbal and written communication skills
• Proficient computer skills including Excel, Word and Power Point
• Highly detailed and accurate
• Client focused with the ability to develop strong client relationships
• Strong problem-solving skills

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