Administrative Assistant

Administrative Assistant

Are you a polished administrative professional who thrives on creating exceptional client experiences while keeping a busy office running seamlessly? Staff Buffalo is working with a boutique wealth management firm to hire an Administrative Assistant, offering $55,000–$65,000 annually.

This permanent, full-time opportunity is ideal for someone who enjoys building relationships, staying organized, and serving as the first impression for clients. As the Administrative Assistant, you'll provide a true white-glove client experience while supporting financial advisors with meeting preparation, account administration, reporting, and day-to-day office operations. You'll become an integral part of a close-knit, highly respected team where professionalism, attention to detail, and exceptional communication are valued every day.

Although prior wealth management experience is not required, financial aptitude is essential. The firm is committed to training the right individual on industry platforms, client reporting, and internal processes, making this an outstanding opportunity for someone interested in building a long-term career within financial services. This is a full-time, on-site position in Amherst, NY, working Monday through Friday from 8:30 AM to 5:00 PM.

• Serve as the first point of contact by answering incoming client calls and welcoming visitors with a polished, white-glove experience.
• Prepare conference rooms and client meeting materials prior to advisor appointments.
• Process new account paperwork, account maintenance requests, client distributions, and client check deposits.
• Prepare client meeting folders, reports, and supporting documentation.
• Download and organize daily transaction reports from the firm's mutual fund custodian.
• Generate client reports using internal wealth management platforms after training.
• Coordinate calendars and administrative support for advisors and support staff.
• Manage incoming and outgoing mail, charitable donation letters, and client gifting updates.
• Maintain Outlook contacts, mailing spreadsheets, mail merges, labels, and internal task logs.
• Communicate extensively through email while ensuring the appropriate team members are included on client communications.
• Anticipate advisor and client needs by gathering information before requests escalate.
• Prioritize multiple competing assignments while maintaining exceptional accuracy and professionalism.
• Collaborate closely with advisors and support staff to ensure an exceptional client experience.

• 2+ years of administrative experience in wealth management, banking, financial services, insurance, or another professional office environment preferred.
• Strong financial aptitude with the ability to quickly learn investment terminology, reporting, and financial systems.
• Exceptional customer service skills with a polished, professional phone presence.
• Excellent written and verbal communication skills.
• Outstanding attention to detail and organizational abilities.
• Ability to manage multiple priorities and rapidly changing workloads.
• Comfortable working with high-net-worth clients in a professional environment.
• Strong Microsoft Office skills, including Outlook, Excel, Word, and mail merge functionality.
• Confidence to ask questions, communicate proactively, and work independently.
• Associate's or Bachelor's degree in Business, Finance, Accounting, or a related field preferred.

• Competitive salary of $55,000–$65,000.
• 100% employer-paid health insurance for employees and eligible family members.
• Employer-funded Health Savings Account (HSA).
• SIMPLE Retirement Plan.
• Dental and Vision insurance available at a low employee cost.
• Annual performance and profitability bonus opportunity.
• Extensive hands-on training and long-term career development opportunities.
• Potential future career path into financial planning.