Administrative Skills, Administrator Documentation, Artificial Intelligence (AI), Bookkeeping, Calendar Management, Communication Skills, Compensation Management, Customer Experience, Customer Relations, Customer Relationship Management (CRM), Customer Relationship Management (CRM) Systems, Customer Service Management, Customer Support/Service, Detail Oriented, Develop and Maintain Customers, Documentation, English Language, Financial Planning, Financial Services, Hair Styling, Legal, Maintain Compliance, Multitasking, Operations Management, Organizational Skills, Plan Meetings, Prepare Correspondence, Presentation/Verbal Skills, Private Banking, Process Improvement, Process Management, Record Keeping, State Laws and Regulations, Time Management, Wealth Management, Writing Skills
Local wealth management firm is seeking an Administrative Assistant to support advisors and deliver an exceptional client experience. This role is responsible for managing client service activities, coordinating administrative processes, and ensuring day-to-day operations run efficiently.
The ideal candidate has prior experience supporting financial advisors or wealth management professionals and enjoys building strong client relationships while maintaining a high level of organization and attention to detail.
Responsibilities
- Provide administrative support to advisors, assisting with day-to-day operations and client service activities.
- Prepare materials, reports, and presentations for client meetings.
- Coordinate meeting schedules, maintain calendars, and assist with appointment preparation.
- Serve as a primary point of contact for client inquiries, responding promptly and professionally.
- Process new account paperwork, account maintenance requests, and other client service transactions.
- Maintain accurate client records, documentation, and CRM information while ensuring compliance with internal policies.
- Coordinate with custodians, investment providers, and other external partners to facilitate client requests.
- Prepare client correspondence and other administrative documentation.
- Assist with account reviews by organizing client information and preparing supporting materials.
- Maintain confidential client information with the highest level of discretion.
- Support ongoing process improvements and contribute to an organized, client-focused office environment.
- Assist with additional administrative projects and operational initiatives as needed.
Qualifications
- 2+ years of administrative experience within wealth management, financial planning, investment advisory, or private banking.
- Experience supporting financial advisors or client-facing wealth management professionals strongly preferred.
- Familiarity with client account administration, new account processing, and financial services documentation.
- Experience working with CRM systems and financial services technology platforms.
- Strong organizational skills with exceptional attention to detail.
- Excellent written and verbal communication skills with a client-first mindset.
- Ability to manage multiple priorities while maintaining accuracy in a fast-paced environment.
- High level of professionalism and discretion when handling confidential client information.
Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.EEO Notice
Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact
HR@vaco.com
.
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
Representation Notice
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
For residents of Ontario, Canada: Based on Highspring’s discussions with its Client, Highspring’s understanding is that this position for employment is a current vacancy (either through Highspring as a contractor or with the client directly).
Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring’s use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client’s use of AI products in hiring.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.
V
Vaco LLC
Vaco provides expert consulting, permanent placement, executive search and strategic staffing for companies around the world, in the areas of accounting, finance, technology, healthcare, operations, administration and more. As a premier talent solutions firm, Vaco connects people to their dream jobs and helps leading companies find talent to grow their business. Since its founding in 2002, Vaco has grown to more than 35 offices across the globe, 700+ employees, more than 3,000 consultants and $450M in revenue. Vaco has been named to Inc. magazine’s list of the fastest-growing private companies for past 11 years and is dedicated to developing long-term relationships, life-long careers and creative client solutions.