Transition Support Associate

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Reports to: Director of Transitions

Status: Exempt

Apollon Wealth Management is seeking a highly organized and detail-oriented Transition Support Associate to assist with advisor onboarding and firm transitions. This role supports the preparation of client paperwork, data reconciliation, project tracking, and communication across teams to ensure a seamless and accurate transition experience for incoming advisors and their clients.

• Manage the high-volume preparation of client onboarding paperwork (300+ clients per transition) using advanced Excel functions and mail merge processes to ensure accuracy and efficiency.
• Conduct complex data reconciliation across CRM systems, custodians, and portfolio management platforms to validate and standardize client information.
• Utilize advanced Excel skills (VLOOKUPs, pivot tables, conditional formatting) to merge, analyze, and audit large datasets (1,000+ rows) for accuracy and reporting.
• Maintain exceptional attention to detail when handling sensitive client and financial data, ensuring compliance and a seamless advisor transition experience.
• Provide comprehensive back-office support throughout the transition lifecycle, managing administrative tasks and documentation to free advisors for client-facing work.
• Demonstrate strong technical aptitude by quickly learning and navigating new financial technology systems for data extraction, entry, and quality control.
• Execute ad-hoc projects such as documentation audits, data clean-up, and workflow improvement initiatives in collaboration with cross-functional teams.
• Partner with Operations, Compliance, and Custodian teams to troubleshoot data discrepancies, streamline processes, and support peak transition periods.
• Identify and implement efficiency improvements by optimizing spreadsheets, reducing manual data entry, and enhancing routine workflows.
• Ensure all client paperwork and digital records meet internal and external compliance requirements.
• Assist the Director of Transitions with departmental onboarding checklists, trainings, agendas, and communication throughout onboarding and integration.
• Collaborate with custodians and/or broker-dealers to support transition planning, timelines, and execution.
• Identify firm-wide process improvements discovered during onboarding and help drive solutions and implementation.
• Serve as a subject-matter expert on Apollon products and technology platforms to effectively communicate offerings to new advisors.
• Schedule and coordinate advisor and firm onboarding meetings with the internal Apollon team.
• Maintain consistent communication with internal stakeholders by formally sharing updated advisor information throughout each phase of the onboarding process.
• Build, update, and manage a real-time project management/tracking tool to support transparency and execution across transition stages.

• Bachelor’s degree in Business, Finance, or a related field; relevant experience may be considered in lieu of a degree.
• Proven experience in onboarding, project management, operations, or a related role within the financial services industry.
• Strong organizational skills with the ability to manage multiple projects and priorities simultaneously.
• Excellent Excel spreadsheet skills and the ability to utilize technology to automate solutions to operational challenges encountered by the team.
• Proficiency in technology platforms used in wealth management or financial services.
• Ability to work independently and collaboratively within a team environment.

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