Job Description
Job Description
Position Summary
The Administrative & Investment Assistant supports the CEO (a senior financial advisor and firm owner) and the Advisory Associate across a wide range of responsibilities, including executive support, family office services, investment operations, and client service. This role serves as a key liaison between the executive team, clients, custodians, and back office, ensuring smooth execution of both daily and strategic tasks. Reports to the CEO’s Advisory Associate.
Key Responsibilities
Family Office & Client Administration
- Manage household payments (utilities, insurance, etc.) and monitor bank balances
- Coordinate fund transfers, property taxes, and insurance procurement
- Assist with personal/business banking needs and archive relevant documents
Financial Reconciliation & Reporting
- Maintain Excel reconciliations for bank/credit accounts (bi-monthly)
- Support budgeting and prepare annual financial reports
- Reconcile AMEX cards and monitor payment accounts
Account Opening & Maintenance
- Manage onboarding (NetX360/Pershing), documentation, and compliance coordination
- Track and renew W-8 forms; update client records
Statement & Documentation Management
- Print, reconcile, and distribute account statements and reports
Transfers & SLOAs
- Process transfer requests (SLOA, ACH, checks), distributions, and follow-ups
Invoice & Billing Review
- Track and review fiduciary invoices as needed
Alternative Investments
- Coordinate subscription agreements, AML docs, capital calls, and online access
- Conduct quarterly reviews and upload K-1s
Tax Coordination
- Distribute tax documents to CPAs and process estimated tax payments
Addepar Reporting
- Generate, reconcile, and distribute Addepar reports
Administrative Support
- Manage CEO’s calendar, travel, events, and reimbursements
- Assist with year-end events, holiday gifting, and monthly reconciliations
Client Correspondence
- Prepare and send client communications and documentation
• Proven experience in administrative assistance or a similar role and/or supporting a CEO/C-suite.
• Proficiency in answering and managing inbound calls with professionalism.
• Strong organizational skills and attention to detail.
• Industry experience is a plus in wealth management or financial services sector.
• Ability to perform accurate data entry and maintain records.
• Bilingual Spanish/English MUST.
• Ability to work with very senior level partners and clients.
• Excellent communication skills, both written and verbal.
• Competence in using office software and tools.
• Ability to multitask and prioritize tasks effectively in a fast-paced environment.