Administrative Assistant

Administrative Assistant

This role provides comprehensive administrative support to advisors and account managers within the Wealth Advisory Solutions & Private Family Office team. This position will manage complex calendars, coordinate travel, and process expenses, ensuring seamless day-to-day operations for the team. This role will handle highly confidential client information with discretion and serve as a key point of contact for internal and external stakeholders. Maintain and coordinate detailed calendars for internal and external meetings and conference calls, prioritizing requests and managing conflicts. Coordinate all logistics for client calls and advisor meetings, including scheduling and room setup. Arrange travel itineraries and process expense reports accurately and in a timely manner. Prepare, edit, and distribute correspondence, memos, reports, and other documents as requested. Organize and ship materials to clients, responding to and following up on client requests promptly. Support the onboarding of new hires and new client accounts, including performing necessary data entry. Maintain a thorough understanding of firm policies to handle issues independently and effectively. Participate in general administrative duties including copying, scanning, filing, archiving, ordering inventory, and processing invoices and mail. Provide backup support to other team members as needed to ensure consistent service delivery.

Prior experience supporting high-level executives or financial advisors, preferably in financial services, private sector, or government. Proven ability to exercise good judgment and discretion when handling confidential or highly sensitive information. Excellent interpersonal and written/verbal communication skills with a consistent professional demeanor. Extreme attention to detail and strong organizational skills with the ability to prioritize multiple tasks. Proactive problem-solver and independent thinker with strong anticipation and follow-up skills. Ability to work well under pressure, adapt to unexpected events, and multi-task in a deadline-driven environment. Highest degree of integrity, professionalism, and diplomacy. Strong proficiency in MS Word, Excel, PowerPoint, and Outlook. Familiarity with expense platforms such as SAP Concur. Supportive team player with a positive attitude. Minimum of 5+ years of relevant experience required.