Administrative Assistant

StaffBuffalo, LLC; Buffalo (NY); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Employer-paid health insurance

Health Savings Account (HSA)

Retirement Plan

Dental Insurance

Vision Insurance

Annual bonus opportunity

On-site training and career growth

Job summary

StaffBuffalo, LLC is seeking an Administrative Assistant in Amherst, NY to provide top-tier support to a wealth management team. You will handle client communications, meeting prep, and account paperwork, ensuring accuracy and confidentiality.

This full-time, on-site role runs Monday through Friday, 8:30 AM to 5:00 PM. Prior wealth management experience is not required, but financial aptitude and a strong service mindset are essential.

Qualifications

• Two or more years of administrative experience in wealth management or professional office setting.
• Excellent client service and communication skills.
• Strong attention to detail and ability to manage multiple tasks.
• Proficiency with Microsoft Office and ability to learn financial terminology.
• Bachelor’s or associate degree in Business/Finance/Accounting preferred.

Responsibilities

• Welcome visitors and answer client calls with polished, white-glove service.
• Prepare meeting materials, reports, and advisor appointment folders.
• Process account paperwork and maintain client documentation.
• Download and organize daily custodian reports and generate client reports.
• Coordinate calendars and manage email, mail, and outreach tasks.
• Support staff with administrative requests and journal processing.
• Communicate with clients and advisors to ensure smooth information flow.

Education

Associate's or Bachelor's degree in Business/Finance/Accounting

Tools

Outlook

Excel

Word

Job description

Administrative Assistant

Overview:

StaffBuffalo is working with a wealth management firm to hire an Administrative Assistant in Amherst, NY, offering $55,000-65,000 annually. This permanent, full-time opportunity is ideal for a polished administrative professional who enjoys delivering exceptional client service while supporting a busy financial advisory office.

As the first point of contact for clients, you will provide a white-glove experience while assisting financial advisors with meeting preparation, account paperwork, client reporting, correspondence, and daily office coordination. You will work closely with a long-tenured, collaborative team and help ensure that clients feel welcomed, informed, and confident.

Prior wealth management experience is not required, but financial aptitude, attention to detail, and an eagerness to learn are essential. The firm provides hands‑on training in its financial systems and processes, with opportunities for long-term development and a potential path toward financial planning. This is a fully on‑site role, Monday through Friday, 8:30 AM to 5:00 PM.

Responsibilities:

• Welcome visitors and answer incoming client calls, delivering polished, white‑glove service and anticipating client and advisor needs.
• Prepare conference rooms, meeting folders, reports, and supporting materials for advisor appointments.
• Process new account paperwork, account maintenance, client distribution requests, check deposits, and related client documentation.
• Download and organize daily custodian transaction reports, generate client reports using trained wealth management platforms, and support ongoing reporting and journal processing.
• Coordinate advisor and staff calendars, administrative requests, and changing priorities while maintaining accurate task logs.
• Manage incoming and outgoing mail, charitable donation letters, client gifting updates, Outlook contacts, mailing spreadsheets, mail merges, and labels.
• Communicate extensively by email, include appropriate team members in client correspondence, gather information proactively, and collaborate with advisors and support staff.

Qualifications:

• Strong financial aptitude and ability to learn investment terminology, client accounts, financial reporting, and industry systems; prior wealth management experience is not required.
• Two or more years of administrative experience in wealth management, banking, financial services, insurance, or another professional office environment preferred.
• Exceptional white‑glove customer service, polished phone presence, and comfort interacting with high‑net‑worth clients.
• Excellent written and verbal communication, proactive questioning, and confidence working independently and collaboratively.
• Outstanding attention to detail, organization, and ability to prioritize multiple requests in a fast‑paced, changing environment.
• Strong Microsoft Office skills, including Outlook, Excel, Word, and mail merge functionality.
• Associate's or Bachelor's degree in Business, Finance, Accounting, or a related field preferred.

Benefits:

• Annual salary of $55,000-65,000.
• 100% employer‑paid health insurance for employees and eligible family members.
• Employer‑funded Health Savings Account (HSA).
• Retirement Plan.
• Dental and vision insurance.
• Annual performance and profitability bonus opportunity.
• Extensive hands‑on training, long‑term career development, and potential progression into financial planning.

#INDSBHIGH

The advertised pay range represents what we believe at the time of this job posting that our client would be willing to pay for this position. Only in special circumstances, where a candidate has education, training, or experience that far exceeds the requirements for the position, would we consider paying higher than the stated range.

StaffBuffalo is an Equal Opportunity Employer and does not discriminate in employment on account of race, color, religion, national origin, citizenship status, ancestry, age, sex (including sexual harassment), sexual orientation, gender, gender identity or expression, marital status, physical or mental disability, military status, or unfavorable discharge from military service.