Job Description
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