Private Wealth Administrative Officer

Private Wealth Administrative Officer

Full Time Newton, MA, US

3 days ago Requisition

RWA Wealth Partners is a boutique wealth management firm that provides customized solutions designed to help clients grow and protect their wealth so they can pursue a rewarding lifestyle, realize their goals, and create a legacy for generations.

Our team of professionals operates from six offices across the nation, serving over 6,000 clients and managing over $20 billion in assets.

We are looking for passionate individuals who are eager to make a difference in the lives of our clients while being part of a collaborative and innovative team. If you are ready to elevate your career in a dynamic environment that values respect, teamwork and personal growth, consider joining us at RWA Wealth Partners.

The Private Wealth Administrative Officer plays a critical role on the business administration team, supporting the Private Wealth group by delivering high touch operational and client service support. This role serves as a key point of coordination across client onboarding, account maintenance, documentation, and custodian interactions, ensuring a seamless client experience from start to finish.

The ideal candidate brings a strong commitment to white glove client service and exceptional attention to detail. As a member of the team, this individual partners closely with client officers and internal stakeholders to manage day‑to‑day client administrative needs and help maintain RWA’s high standards of service and operational excellence.

• RWA Firm Documentation Management:
  Prepare, review, and file internal firm documentation, including Investment Management Agreements (IMAs), Advisory Services Agreements (ASAs), and Schedule Change Letters, ensuring accuracy, compliance, and timely processing.
• Custodian Forms & Document Preparation:
  Complete, submit, and track custodian documentation for account openings, transfers, and ongoing maintenance, ensuring all paperwork meets custodian requirements and is processed through completion.
• Account Maintenance & Administration:
  Process ongoing account updates such as beneficiary designations, Powers of Attorney (POA) additions/removals, trustee updates, and other administrative modifications.
• Ad Hoc Administrative & Client Paperwork:
  Manage ad hoc documentation requests including account applications, account transfer forms, standing instructions, and other client specific forms with accuracy and responsiveness.
• Schedule & Fee Changes:
  Draft and process Schedule Change Letters related to fees, investment objectives, or administrative updates.
• NIGO & Service Message Resolution:
  Monitor and resolve NIGO (Not In Good Order) items and service messages related to onboarding, transfers, and maintenance cases.
• Account Opening, Funding & Asset Tracking:
  Track account opening, funding, transfers, and asset movement; perform basic reconciliations to ensure records align with custodian data.
• Contact Preference Center (CPC) Processing:
  Process contact preference updates (address, email, phone) to maintain accurate, compliant client records.
• Salesforce Case Management:
  Manage and maintain Salesforce case workflows, ensuring case status remains current, tasks are updated in a timely manner and case notes are accurate to support efficient processing and status visibility.
• Docu Sign & Document Systems:
  Generate, distribute, and file client documents using Docu Sign CLM and eSignature, ensuring proper execution, integrity, organization, and retention.

• Minimum of 3 years of experience in administrative, client service, or operations support within an RIA, wealth management firm, or similar financial services environment.
• Hands‑on experience with client onboarding and account transfers, including preparation, submission, and tracking of required documentation.
• Proficiency in Microsoft Excel and other Microsoft Office applications (Word, Outlook), with the ability to manage data, track workflows, and maintain accurate records.
• Experience using Docu Sign, including document preparation, envelope management, and tracking execution.
• Famil…