Receptionist - Office New Business Manager/Sales/ Service

Position Summary

We are seeking a polished, organized, and client-oriented Receptionist / Administrative Assistant to serve as the first point of contact for our high-net-worth clients, prospects, and visitors. This role is critical to creating a professional, welcoming atmosphere while providing essential administrative support to Wealth Advisors and the broader team. The ideal candidate thrives in a fast-paced, confidential environment and demonstrates strong attention to detail, discretion, and excellent interpersonal skills.

Key Responsibilities

Reception & Client Service

• Greet clients, prospects, and visitors in a professional, warm, and courteous manner.
• Manage the main phone line: answer calls promptly, screen and direct inquiries, take accurate messages, and handle general client requests.
• Maintain a clean, organized, and professional reception area and conference rooms.
• Coordinate client arrivals, including preparing meeting spaces, refreshments, and materials.

Administrative Support

• Schedule and manage calendars for advisors and team members (client meetings, portfolio reviews, internal meetings).
• Prepare, organize, and maintain client documents, presentations, reports, and correspondence.
• Assist with client onboarding processes, account maintenance, and documentation.
• Perform data entry, filing, scanning, and uploading of documents into CRM systems (e.g., Redtail, Salesforce, or similar).
• Handle incoming/outgoing mail, packages, and deliveries.
• Support marketing efforts: prepare mailings, birthday/anniversary cards, event invitations, or client appreciation materials.
• Manage office supplies, inventory, and vendor relationships.
• Provide general operational support (scanning, copying, binding, expense tracking, travel coordination).

Additional Duties

• Maintain strict confidentiality of all client and firm information.
• Assist with special projects, events, or team initiatives as needed.
• Cover for other administrative team members when required.
• Help maintain compliance-related filing and record-keeping standards.

Qualifications & Requirements

Education & Experience

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• 1–3+ years of experience as a receptionist, administrative assistant, or similar role — ideally in wealth management, financial services, investment advisory, accounting, or a professional services firm.

Skills & Competencies

• Exceptional verbal and written communication skills.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Experience with CRM systems and document management tools is a plus.
• Professional appearance and demeanor suitable for a high-end wealth management setting.
• Ability to multitask, prioritize, and work independently with minimal supervision.
• Discretion and integrity when handling sensitive financial information.
• Positive attitude and concierge-level client service orientation.

Preferred

• Familiarity with financial terminology or prior exposure to wealth management concepts.
• Experience with scheduling tools, virtual meeting platforms (Zoom, Teams), and basic office equipment.

Pay: $20.00 - $25.00 per year

Work Location: In person