Position Overview
We are seeking a highly organized and professional Wealth Management Executive Assistant to support a growing financial advisory practice. This role is ideal for someone who thrives in a fast-paced, client-focused environment and enjoys balancing operations, client service, and executive support responsibilities.
This is not a traditional administrative position. The ideal candidate will serve as a key partner to the advisor by helping create an exceptional client experience, maintaining operational efficiency, and ensuring day-to-day processes run smoothly.
Key Responsibilities
Client Experience & Relationship Management
- Serve as a primary point of contact for client service requests
- Schedule, confirm, and coordinate client meetings (virtual and in-person)
- Manage follow-ups, reminders, and ongoing client communication
- Support onboarding and account transition processes for new clients
- Handle confidential and sensitive information with professionalism and discretion
Meeting Preparation & Follow-Up
- Prepare meeting agendas and gather necessary account or planning information
- Ensure all paperwork and meeting materials are accurate and organized
- Draft meeting summaries and track action items
- Update CRM systems and maintain detailed client records
Operations & Workflow Management
- Manage workflows, checklists, and client service processes
- Track deadlines, pending items, and client deliverables
- Maintain CRM accuracy and organization (Salesforce, Redtail, Wealthbox, or similar platforms)
- Coordinate with custodians and financial platforms as needed
- Proactively identify and resolve operational issues before they become problems
Executive & Administrative Support
- Manage advisor calendars and prioritize scheduling
- Assist with email management and communication drafting
- Support expense tracking, reporting, and travel coordination when applicable
- Help prioritize inbound requests and maintain organization across daily operations
Compliance & Documentation Support
- Ensure documents are completed, signed, and properly archived
- Maintain organized digital and physical client files
- Assist with audits, documentation reviews, and compliance-related procedures
- Follow firm processes with a high level of attention to detail
Business Development & Firm Support
- Assist with referral follow-up and prospect organization
- Support client events, seminars, and appreciation initiatives
- Help maintain marketing lists and CRM segmentation
- Provide administrative support for firm growth initiatives
Qualifications
- Previous experience in wealth management, financial services, banking, or executive support preferred
- Strong organizational and multitasking abilities
- Excellent written and verbal communication skills
- High level of discretion and professionalism
- Detail-oriented with strong follow-through
- Comfortable learning and navigating technology platforms and CRM systems
- Ability to anticipate needs and work proactively in a fast-paced environment
Ideal Candidate Traits
- Calm under pressure and solutions-oriented
- Process-driven and highly dependable
- Service-minded with strong interpersonal skills
- Team-oriented and trustworthy
- Able to handle confidential information with care and professionalism
Why This Role Matters
A strong Executive Assistant plays a critical role in the success of a wealth management practice by helping advisors stay focused, ensuring clients feel cared for, and keeping operations organized and efficient. This position has a direct impact on client satisfaction, retention, and overall firm growth.