Administrative Assistant / Client Service Assistant

Overview

We are a growing independent wealth management practice seeking a polished, proactive, and highly organized Full\-Time Administrative Assistant to be the backbone of our client\-facing office. This is a high\-trust role that directly supports one financial advisor and serves as the first point of contact for high\-net\-worth clients. The ideal candidate thrives in a professional environment, anticipates needs, maintains absolute discretion, and delivers white\-glove service at all times.

Experience in financial services is preferred but not required – what matters most is exceptional organization, emotional intelligence, impeccable follow\-through, and a genuine desire to make clients and advisors feel supported.

Key Responsibilities

• Serve as the welcoming and professional “face” of the practice: greet clients and prospects, manage a multi\-line phone system, and ensure the office always presents at the highest standard
• Own complex calendar management and scheduling for multiple meeting locations (client review meetings, prospect appointments, personal commitments, continuing education, and travel) using Microsoft Outlook, Wealthbox and Zoom.
• Prepare and assemble client meeting materials (portfolio reviews, financial plans, new\-account paperwork, presentation decks) with meticulous attention to detail and branding standards
• Coordinate all aspects of in\-office and virtual client meetings (room setup, catering when needed, Zoom/Teams logistics, confirmation calls/texts)
• Perform accurate and timely CRM data entry and updates (Wealthbox, or similar) – new clients, meeting notes, tasks, workflows, and compliance documentation
• Handle new account opening and account maintenance paperwork (LPL Financial), including electronic signatures and follow\-up on transfers, cost\-basis issues, and required minimum distributions (RMDs)
• Maintain office operations: order supplies, maintain office equipment, coordinate with building management and IT vendors
• Draft, proofread, and send client correspondence (birthday/anniversary cards, market commentary emails, thank\-you notes)
• Support advisor with light personal assistant tasks (travel arrangements, continuing education registration, occasional personal errands)
• Maintain strict confidentiality and compliance with all HIPPA/SEC/FINRA regulations regarding client information

Requirements

• 3\+ years of administrative experience, ideally in financial services, private banking, legal, accounting, or luxury hospitality/customer service
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and CRM software
• Demonstrated success managing multiple high\-priority calendars in a fast\-paced environment
• Exceptional written and verbal communication skills with a polished, client\-ready phone and in\-person presence
• Impeccable attention to detail and commitment to accuracy (especially with financial paperwork and numbers)
• Ability to prioritize, pivot quickly, and stay calm under pressure
• Professional appearance and demeanor; understands the importance of first impressions in a wealth management setting
• Reliable transportation and flexibility to occasionally stay late for client events
• High school diploma required; college degree or administrative/financial certifications (e.g., paralegal, Series 7/65 a bonus but not required)

What We Offer

• Competitive salary (commensurate with experience) \+ bonus potential
• Health reimbursement arrangement, retirement plan with match, paid time off.
• Professional, supportive team environment with room to grow into a senior client service or operations role
• The satisfaction of knowing you play a critical role in clients’ financial peace of mind

If you’re energized by keeping everything running smoothly behind the scenes, love delivering five\-star client experiences, and want to grow with a successful wealth advisory practice, we’d love to meet you.

Please submit your resume and a brief note explaining why this role excites you.

Pay: $20\.00 \- $32\.00 per hour

Benefits:

• Employee discount
• Flexible schedule
• Flexible spending account
• Paid time off
• Professional development assistance
• Retirement plan

Work Location: In person