Administrative Assistant - Financial Services

We are a well-established and rapidly growing wealth management firm in western Milwaukee dedicated to helping individuals and families plan, invest, and enjoy life through comprehensive financial planning and personalized investment management. We emphasize a client-centric approach grounded in long-term relationships, thoughtful guidance, and a commitment to aligning financial decisions with what matters most to each client. As a firm, we believe that meaningful financial advice begins with understanding a clients goals and values, and that success comes from tailored planning, disciplined investing, and reliable, ongoing care. We support clients at every life stage, whether planning for retirement, managing investments, or building a legacy, to help provide clarity and confidence in their financial journey.

Position Overview

We are seeking an Administrative Assistant to join our dedicated service center team. Supporting 12 Senior Advisors, their teams, and over $1 Billion in assets under management, the service center is a cohesive, collaborative, and well-oiled operation that manages all back-office support. This includes processing information updates, opening accounts, handling fund transfers and distributions, and ensuring accurate and timely completion of paperwork. While this role primarily interacts with internal team members, there will occasionally be a need to reach out to clients directly to verify information or follow up on outstanding items, such as completing forms or obtaining signatures. The ideal candidate has a keen eye for detail, genuinely enjoys helping others, and can work independently while thriving as part of a team. You are organized, enjoy processing requests and completing forms, and are a go-getter when it comes to follow-through. Details rarely slip past you, and you have a curiosity and enthusiasm for learning new technology and tools. For those who do not have prior experience in wealth management, we are prepared to train to get you up to speed and we just need you to bring your excitement and willingness to learn.

Responsibilities

• Create and maintain accurate client records in the CRM system (Redtail), ensuring all confidential and required information is secure
• Process client information changes, including names, addresses, beneficiaries, etc.
• Prepare and submit required paperwork, obtain signatures, track applications, and coordinate rollovers for a smooth and organized account setup
• Monitor account alerts and resolve issues when paperwork or requests need correction
• Follow up on outstanding paperwork and resolve issues on incomplete items
• Handle client fund transfers, including wires, ACHs, checks, and internal transfers
• Assist with required retirement distributions and track completion
• Communicate with our broker/dealer and other vendors as needed
• Follow, manage, and monitor task list, effectively prioritizing time-sensitive requests or issues
• Additional tasks may arise in the course of your work, we are always eager to support each other for the greater good of the client and team

Qualifications

• High school diploma or equivalent; Bachelors degree highly preferred
• 2-3 years of proven experience in a professional office or administrative setting required; experience in financial services preferred
• Excellent attitude, professional demeanor, and an extraordinary client service orientation
• Task orientated, ability to multitask, prioritize, and manage multiple requests
• High level of confidentiality with a strong attention to detail
• Excellent organizational and time management skills and strong documentation habits
• Exceptional written and verbal communication skills
• Strong with technology and aptitude to learn new software programs
• Ability to work independently and as part of a team
• Demonstrates a high degree of self-motivation and possesses a sense of urgency