Financial Services Administrative Associate

Job Overview
We are seeking a full-time Administrative Assistant / Operations Associate who brings

strong administrative expertise and proven experience supporting financial professionals.

The ideal candidate is highly organized, proactive, and capable of managing complex

workflows with minimal supervision. This role requires someone who thrives in a fast paced

environment, demonstrates sound judgment, and is committed to building a long term

career within our growing financial services team.

The successful candidate will be comfortable navigating evolving priorities, collaborating

with multiple team members, and maintaining the highest standards of professionalism,

accuracy, and confidentiality.

Key Responsibilities

• Administrative and operational responsibilities include, but are not limited to: Independently prepare and distribute client communications, internal memos, presentations, file notes, and other materials using a variety of software applications.
• Coordinate and assemble materials for client meetings and internal projects, including running reports, preparing summaries, and compiling required documentation and marketing materials.
• Manage follow-up workflows for the executive team, ensuring timely completion of outstanding items and proactive communication regarding status updates.
• Demonstrate strong time management, adjusting quickly to last-minute schedule changes, urgent requests, and shifting priorities.
• Operate and troubleshoot office technology, systems, and software including voicemail systems, scanners, computers, and Microsoft Office applications.
• Oversee the onboarding process, including licensing, appointments, applications and transfers, and follow-up to ensure accuracy and timely completion.
• Prepare advisors for client reviews by generating summary updates, compiling meeting materials, and ensuring all required documentation is complete and accurate.
• Maintain and enhance CRM data integrity, including updates, reporting, and workflow management to support team efficiency.

Knowledge, Skills & Competencies Required

• Bachelor’s degree or 2–4 years of experience in financial services, wealth management, or a related professional environment.
• Demonstrated ability to work autonomously, manage competing priorities, and take ownership of tasks from start to finish.
• Exceptional organizational skills with a strong commitment to accuracy and attention to detail.
• Professional written and verbal communication skills, including the ability to interact confidently with clients, custodians, and internal team members.
• Strong follow-through and accountability, ensuring deadlines are met and issues are resolved proactively.
• High-level proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint).
• CRM experience preferred, with the ability to learn new systems quickly.
• Professional phone presence and the ability to handle sensitive information with discretion.

This position is well-suited for someone seeking to deepen their operational expertise and grow within a long-term role in the financial services industry.

Pay: $55,000.00 - $70,000.00 per year

Work Location: In person