Administrative Assistant; Financial Services

Administrative Assistant (Financial Services)

We are seeking a highly organized, proactive, and discreet Client Service Associate (CSA) to provide dedicated administrative, operational, and client support to our lead Financial Advisor. The ideal candidate is a self‑starter who thrives in a fast‑paced environment and is committed to maintaining the highest level of professionalism and confidentiality. This role is crucial to the smooth operation of our practice and requires exceptional time management, communication, and technological skills.

• Calendar Management: Expertly manage the Advisor's calendar, including scheduling client meetings, internal appointments, and professional commitments. Coordinate travel logistics (flights, hotels, ground transportation) as needed.
• Communication Management: Act as the primary gatekeeper, screening and prioritizing incoming emails, calls, and mail. Draft and proofread correspondence, reports, and presentations for internal and external audiences.
• Practice Management: Maintain an organized practice. Assist with internal practice tracking, management, and administration.
• Technology & Systems: Proficiently utilize internal software (e.g., CRM, Practice Dashboard) to manage client data and workflows. Serve as the point of contact between the practice and back office.

• Meeting Preparation: Prepare all necessary materials for client meetings, including performance reports, agendas, application forms, and presentation packets.
• Follow‑up: Initiate and track post‑meeting follow‑up tasks, ensuring all necessary documentation is completed, submitted, and properly recorded.
• Client Interaction: Professionally work with clients and prospects, handle routine client inquiries, and direct complex issues to the appropriate team member.
• Event Coordination: Assist in the planning and execution of client appreciation events, seminars, and other practice‑building activities.
• Client Onboarding: Handle all new account paperwork and client onboarding process.

• Documentation Management: Ensure all client and business documentation adheres strictly to industry and firm compliance standards and regulations.
• Record Keeping: Maintain meticulous, up‑to‑date records of all client communication and transactions.

• Minimum of 3+ years of experience in a Client Service Associate, Executive Assistant, or Senior Administrative role, preferably within the financial services industry (brokerage, advisory firm, or bank).
• Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience with a CRM platform is essential.
• Exceptional written and verbal communication skills.
• High integrity, strong desire to help others, optimism, impeccable attention to detail, strong organizational and prioritization abilities, and proven discretion with confidential information.

• Prior experience or current active Client licenses (Series 7 or SIE) is a plus, but not required.
• Associate's or Bachelor's degree preferred.

Mid‑Senior level

Full‑time

Administrative

Staffing and Recruiting