Wealth Management Administrative Assistant

Local wealth management firm is seeking an Administrative Assistant to support advisors and deliver an exceptional client experience. This role is responsible for managing client service activities, coordinating administrative processes, and ensuring day-to-day operations run efficiently.

The ideal candidate has prior experience supporting financial advisors or wealth management professionals and enjoys building strong client relationships while maintaining a high level of organization and attention to detail.

Responsibilities

• Provide administrative support to advisors, assisting with day-to-day operations and client service activities.
• Prepare materials, reports, and presentations for client meetings.
• Coordinate meeting schedules, maintain calendars, and assist with appointment preparation.
• Serve as a primary point of contact for client inquiries, responding promptly and professionally.
• Process new account paperwork, account maintenance requests, and other client service transactions.
• Maintain accurate client records, documentation, and CRM information while ensuring compliance with internal policies.
• Coordinate with custodians, investment providers, and other external partners to facilitate client requests.
• Prepare client correspondence and other administrative documentation.
• Assist with account reviews by organizing client information and preparing supporting materials.
• Maintain confidential client information with the highest level of discretion.
• Support ongoing process improvements and contribute to an organized, client-focused office environment.
• Assist with additional administrative projects and operational initiatives as needed.

Qualifications

• 2+ years of administrative experience within wealth management, financial planning, investment advisory, or private banking.
• Experience supporting financial advisors or client-facing wealth management professionals strongly preferred.
• Familiarity with client account administration, new account processing, and financial services documentation.
• Experience working with CRM systems and financial services technology platforms.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills with a client-first mindset.
• Ability to manage multiple priorities while maintaining accuracy in a fast-paced environment.
• High level of professionalism and discretion when handling confidential client information.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.