Administrative Assistant – Financial Advisor Office

We are a growing financial advisory & wealth management firm seeking a highly organized and detail-oriented Administrative Assistant to manage the day-to-day administrative and operational needs of our office.

This role is crucial in ensuring the smooth operation of the office, with responsibilities including the accurate and efficient completion of client paperwork, account maintenance, follow-ups, and other administrative tasks.

The ideal candidate is dependable, professional, detail-oriented, and capable of managing multiple tasks and deadlines.

Responsibilities

• Handle day-to-day administrative and operational tasks for the financial advisory office
• Prepare, process, and follow up on client account paperwork and applications
• Assist with opening new investment and retirement accounts
• Process account transfers, contributions, withdrawals, distributions, and other account service requests
• Communicate with custodians, insurance companies, and other financial institutions to resolve account issues and obtain required information
• Follow up on outstanding paperwork, signatures, and account requirements
• Maintain accurate client records and electronic files
• Assist with preparing client meeting materials and documentation
• Enter and maintain client information in CRM and other office systems
• Coordinate and track administrative tasks to ensure timely completion
• Assist advisors with client service requests
• Handle phone calls, emails, and general correspondence professionally
• Assist with compliance-related administrative tasks and recordkeeping
• Help maintain an organized and efficient office
• Perform other administrative duties as needed

Requirements

• Financial industry experience is preferred, but we are willing to train the right candidate with strong administrative skills and a willingness to learn.