Financial Administrative Assistant

Position Overview

Legacy Investment Services is seeking a highly organized and proactive Administrative Assistant to support our growing financial advisory team.

This role will primarily focus on processing paperwork for client accounts, ensuring all client documentation is handled efficiently and accurately. You will also play a key role in answering client administrative questions and supporting the day-to-day operations of the firm.

As a family-owned business, we offer a flexible and collaborative work environment while maintaining high standards for service and execution.

This position goes beyond traditional administrative work. You will act as a central point of coordination for the office, helping manage day-to-day operations, supporting client relationships, and assisting advisors in a way that allows them to stay focused on planning and strategy.

We are looking for someone who thrives in a fast-paced environment, enjoys problem-solving, and takes pride in delivering a high level of service.

As our firm continues to grow, this role is designed to help streamline operations, free up advisor time, and enhance the overall client experience. By taking ownership of administrative processes and client support, you will play a key role in ensuring a smooth, efficient workflow while helping the firm scale.

Key ResponsibilitiesClient Account Paperwork

• Process and maintain client account documentation including:
• New account forms
• Beneficiary designations
• Insurance applications
• Investment paperwork
• Ensure all paperwork is accurate, complete, and submitted in a timely manner

Client Relationship & Administrative Support

• Serve as a primary point of contact for client administrative needs
• Answer questions related to accounts, paperwork, and requests
• Maintain a high level of responsiveness and professionalism

Executive & Advisor Support

• Act as a right-hand support to advisors
• Help manage calendars, follow-ups, and client communication workflows
• Ensure advisors are prepared for meetings and ongoing service needs
• Keep priorities organized and moving forward

Operations Management

• Help manage day-to-day office operations and internal workflows
• Identify inefficiencies and suggest improvements
• Ensure nothing falls through the cracks across client service and internal tasks

Organization & Compliance

• Maintain accurate client records across systems
• Ensure all documentation meets compliance standards

Business Growth Support

• Assist with client events, marketing efforts, and community outreach
• Support initiatives to attract and retain clients

Compensation & Incentives

This role is designed to grow with the firm and includes performance-based upside.

Performance Bonus (Stackable):

• Year 1: $500 (based on firm revenue growth)
• Year 2: $1,000
• Year 3: $1,500

Referral Incentive

• 0.10% of assets under management for any new client assets personally referred
• Paid after assets are funded and retained

Professional Development

• Ongoing training and development opportunities
• Ability to expand responsibilities over time

Long-Term Growth Opportunity

• Clear path to increased responsibility, compensation, and leadership within the firm

Benefits & Work Environment

• 8 paid holidays
• 12 paid time off days per year (accrued monthly)
• Flexible scheduling when needed, especially around events or personal obligations
• Ability to take unpaid time off with approval
• Family-owned firm with a collaborative, team-oriented environment

What You Bring

• Strong organizational and time-management skills
• High attention to detail, especially with client documentation
• Excellent communication skills and a client-first mindset
• Ability to take initiative and manage responsibilities independently
• Comfort working in a fast-paced, evolving environment
• Experience in financial services, insurance, or administrative roles is a plus
• Familiarity with CRM or financial tools is a bonus

Why This Role is a Strong Opportunity

This is not a back-office role. You will be directly involved in client experience, advisor support, and the overall success of the firm. We are looking for Star Players who bring new ideas and want to become part of a growing firm and help families in the local area and the US.

As the firm grows, this position can evolve into a larger operational or leadership role for the right person.

To Apply:
Please send your resume and a cover letter detailing your experience and how you can contribute to the firm’s success to:
jordancassiani@osaicwealth.com

Job Type: Full-time

Pay: $20.00 - $35.00 per hour

Benefits:

• Employee discount
• Flexible schedule
• Professional development assistance

Application Question(s):

• A client calls the office upset because they received a confusing statement. What steps would you take to help them?

Education:

• High school or equivalent (Required)

Experience:

• Customer service: 2 years (Preferred)
• Financial concepts: 2 years (Preferred)

Ability to Commute:

• Appleton, WI 54913 (Required)

Work Location: In person