Administrative Assistant (Financial Services)

Job Description

Overview

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.

Key Responsibilities

I. Administrative & Operational Support

 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. Assisting 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.

II. Client Service & Meeting Preparation

 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: Handling of all new account paperwork and client

onboarding process.

III. Compliance & Documentation

 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.

Qualifications

Required

 Experience: 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).

 Technical Proficiency: Advanced knowledge of Microsoft Office Suite (Word,

Excel, PowerPoint, Outlook). Experience with a CRM platform is essential.

 Communication: Exceptional written and verbal communication skills with a

polished, professional demeanor.

 Personal Attributes: High integrity for the work that they do and a strong desire

to help other people. Seeks solutions with optimism. Impeccable attention to

detail, strong organizational and prioritization abilities, and a proven track record

of exercising discretion with confidential information.

Preferred

 Licensing: Prior experience or current active Client licenses (Series 7 or SIE) is

a plus, but not required.

 Education: Associate's or Bachelor's degree preferred.