Client Service Associate

Administrative Assistant

We are an independent, client-focused Registered Investment Advisory (RIA) firm dedicated to providing personalized financial planning, retirement planning, and investment management. We partner with leading platforms and custodians including Charles Schwab & TRADEPMR (custodians), Wealthbox (CRM), Envestnet | Tamarac (performance reporting and client portal), and Microsoft Office for communication and document management.

Position Overview

The Administrative Assistant will play a key role in supporting the firm's advisors and operations team. This individual will manage daily administrative functions, assist with client onboarding and service requests, and ensure an exceptional client experience. The ideal candidate is detail-oriented, proactive, and comfortable using technology platforms common in the wealth management industry.

Key Responsibilities

• Client Service & Communication
• Answer and route incoming client and prospect phone calls; provide courteous, professional assistance.
• Schedule meetings, prepare meeting materials, and ensure all necessary documentation is available.
• Maintain client records in Wealthbox CRM and assist with data entry and updates.
• Onboarding & Account Administration
• Assist in opening new accounts, submitting and tracking ACATs, and processing client paperwork through Charles Schwab & TRADEPMR.
• Manage client onboarding workflows in Wealthbox and coordinate system setup in Tamarac and other tools.
• Process money movements, including distributions, contributions, and transfers, in accordance with firm policies and custodian requirements.
• Monitor account activity and ensure proper documentation for compliance.
• Operations & Marketing Support
• Prepare and distribute client correspondence and meeting follow-up communications.
• Support event planning and marketing initiatives, including managing invitation lists, RSVPs, and logistics.
• Assist with special projects, reporting, and data reconciliation in coordination with the operations team.

Qualifications

- 2+ years of experience in a professional administrative or client service role; prior financial services or RIA experience preferred and a willingness to learn.

- Familiarity with RIA systems such as Charles Schwab Advisor Center, TRADEPMR Wealthbox, Envestnet | Tamarac, or similar platforms.

- Proficiency in Microsoft Office (Outlook, Excel, Word, Teams).

- Excellent verbal and written communication skills.

- Strong attention to detail, organization, and follow-through.

- Ability to handle confidential information with professionalism and discretion.

- Team-oriented attitude with the ability to manage multiple tasks and priorities effectively.

Compensation & Benefits

- Competitive salary commensurate with experience.

- Potential for performance-based bonuses.

- Health insurance, retirement plan, paid time off, professional development support, etc.