Investment Administrative Assistant

Our client is seeking an Investment Administrative Assistant. The selected team member will be responsible for supporting advisors and operations staff by managing client service activities, scheduling, document processing, and office administration. This role will assist in ensuring a smooth client experience, accurate recordkeeping, and timely completion of service requests in a fast-paced and detail-driven financial services environment.

Key Responsibilities

• Serve as a friendly first point of contact for clients (phone, email, in-person), escalating issues as needed
• Schedule client review meetings and follow-ups; prepare confirmations and agendas
• Assist with onboarding new clients: gather paperwork, verify completeness, and track outstanding items
• Maintain high service standards and professionalism when handling sensitive client information
• Manage calendars, meeting coordination, travel arrangements, and general office logistics
• Maintain digital and physical filing systems, ensuring documents are organized and easily retrievable
• Support team projects, internal reporting, and ad-hoc administrative assignments
• Prepare, process, and track account paperwork (e.g., new accounts, beneficiary updates, transfers, rollovers)
• Coordinate document signatures and approvals (electronic and wet signatures as needed)
• Assist with money movement requests following firm procedures
• Monitor task queues, follow workflows, and document activities in CRM/portfolio systems
• Liaise with custodians, product partners, and internal compliance/operations teams as needed
• Follow privacy, security, and record retention policies (e.g., handling PII, secure document storage)
• Ensure documents are complete and properly logged; support audit readiness
• Maintain confidentiality and adhere to firm and regulatory guidelines

Qualifications

• High school diploma or equivalent (Associate’s or Bachelor’s preferred)
• Minimum 1-3 year of administrative, client service, or office support experience (experience in a financial advisory firm, broker-dealer, bank, or insurance/wealth management setting strongly preferred)
• Proficiency with Microsoft Office (Outlook, Word, Excel) 
• Strong attention to detail, organization, and follow-through
• Professional written and verbal communication skills
• Ability to manage multiple priorities and deadlines with a client-first mindset
• Familiarity with CRM systems (e.g., Redtail, Salesforce, Wealthbox) and custodial platforms
• Understanding of basic financial services terminology (accounts, transfers, beneficiaries, KYC, etc.)
• Notary public commission (or willingness to obtain)
• Securities licensing not required, but a plus