Administrative Assistant - Financial Services

We are an established, women-owned and women-led wealth management firm based in Rochester, New York with approximately $140 Million in assets under management. Specializing in retirement income planning and comprehensive wealth management, we work hand in hand with our clients to create sustainable income strategies designed to support a confident and comfortable retirement. With a consultative approach, we provide highly personalized guidance tailored to each client’s goals and resources.

We evaluate each client’s full financial picture, including Social Security, pensions, investments, tax considerations, and estate planning to build thoughtful, long-term strategies. As a firm, we place strong emphasis on both client relationships and team well-being, creating an environment that is supportive, cohesive, and collaborative. We are a small and dedicated team, and every team member goes above and beyond to deliver an exceptional client experience.

The Administrative Assistant will serve as a key point of contact for clients and provide support to the lead advisor, helping to ensure that every aspect of the client experience runs smoothly and efficiently. This includes facilitating and maintaining ongoing client support, answering general inquiries, handling various client matters, researching and resolving client service issues, preparing required documents, and performing administrative and operational tasks such as opening new accounts, processing distributions and money movements, updating beneficiaries, and maintaining accurate client records.

You are a critical thinker who anticipates subsequent events and approaches your work with care and accuracy. You have an unwavering ability to figure things out, have a high emotional IQ, love learning, and are always finding ways to improve and expand your impact. The ideal candidate has some working knowledge of industry software, systems, and processes. For those who do not have prior experience in wealth management, we are prepared to train to get you up to speed, and we just need you to bring your excitement and willingness to learn.

General Responsibilities:

• Greet and welcome clients in a friendly and professional manner in person and over the phone
• Answer, screen, and route phone calls, assisting clients directly or taking messages as appropriate
• Prepare and ensure new account paperwork is successfully submitted, which includes preparing forms, obtaining appropriate signatures, preparing documentation to upload, and coordinating rollovers
• Handle routine matters for client accounts, including processing name and address changes, beneficiary changes, bank authorizations, and answering client questions
• Track outstanding client service items; proactively address outstanding issues and provide updates
• Correspond with clients to resolve client service challenges as they arise
• Create and maintain accurate client records in the CRM system (Redtail), ensuring all confidential and required information is securely stored
• Assist in preparation for client meetings and calls; send out agendas and prepare materials, including client illustrations, graphs, charts, reports, etc.
• Support the lead advisor with processes related to prospective clients
• Schedule meetings and manage calendars for the lead advisor
• Provide occasional overflow support to the client coordinator
• Perform various miscellaneous administrative, client service, marketing, and general office management tasks as assigned

Qualifications:

• Bachelor’s degree highly preferred, or equivalent work experience
• 1-3 years of progressive experience in wealth management highly preferred; candidates with experience in similar financial services environments, such as accounting, banking, investment operations, insurance, or mortgage industry roles with a focus on processing are also encouraged to apply
• Knowledge of industry-specific software preferred; familiarity with Redtail, eMoney, Osaic Broker Dealer Systems, Pershing, and Asset Mark is a plus
• Strong technology skills and proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required
• Excellent follow-through and communication regarding status of open items
• Strong time management skills; ability to prioritize and coordinate multiple work assignments and deadlines efficiently despite frequent interruptions
• Excellent interpersonal and communication skills; ability to communicate in a pleasant, tactful, and effective manner (both orally and in writing), and to handle difficult, sensitive issues
• High level of professionalism and confidentiality, with a strong attention to detail

This is a full-time, W-2 position. Base compensation ranges from $47,000 to $52,000, depending on experience, with potential for higher compensation for candidates with direct industry experience. Additional benefits include bonus potential, health insurance, Simple IRA, paid time off, paid holidays, and more.