Administrative Assistant

Sanctuary Wealth Group LLC; Chicago (IL); On-site; USD 55,000 - 60,000; Full time

Benefits offered by this job

Competitive base salary

Employer covered benefits package

401(k) match

Paid time off + holidays

On-the-job training

Work-life balance

Job summary

Burnham Harbor Private Wealth is seeking an Administrative Assistant to provide dependable administrative, operational, and office support for a growing advisory team in Chicago, IL. The role involves assisting with account openings, money movement, calendar management, document preparation, and client-focused services.

You will help create a polished, organized environment for clients, advisors, and staff, while demonstrating coachability, high organization, and proactive collaboration in a

Qualifications

• 0-2 years of experience in administrative support, office coordination, reception, customer service, professional services or related environment.
• Experience in a wealth management or financial services setting strongly preferred
• Coachable mindset with a willingness to learn new processes and grow within a wealth management practice
• Strong written and verbal communication skills with a professional presence
• Excellent organizational skills to manage calendars, documents, deadlines, and priorities
• High attention to detail when preparing correspondence, maintaining records, entering data, and organizing files
• Confidential information handling with discretion
• Ability to work independently while supporting multiple teammates
• Proficiency with Microsoft Office including Outlook, Word, Excel, PowerPoint, and Teams
• Experience with scheduling, email management, digital filing, document prep, and office tech

Responsibilities

• Oversee day-to-day administrative tasks to help the office operate smoothly
• Assist with new account openings, account maintenance, and money movement requests
• Organize digital and physical files, records, and internal documents
• Prepare and update business documents, correspondence, spreadsheets, and presentations
• Handle data entry, document scanning, filing, mail distribution, and clerical needs
• Monitor office supplies and shared spaces to maintain a professional environment
• Support internal team with routine requests and special projects
• Coordinate calendars, appointments, internal meetings, and conference room scheduling
• Prepare meeting materials, agendas, handouts, and follow-up notes
• Route incoming calls, messages, and inquiries to the right team member
• Welcome clients, visitors, vendors, and guests professionally
• Draft and organize routine emails, letters, memos, and internal communications
• Track reminders, deadlines, and recurring administrative items for timely follow-through
• Create organized first impressions for clients and visitors
• Assist with client-facing materials, events, mailings, and hospitality
• Arrange logistics for team meetings, client appointments, trainings, and internal events
• Maintain accurate contact information and client records
• Support onboarding logistics for new hires and clients
• Identify small process improvements for better organization and efficiency

Skills

Administrative support

Office coordination

Communication skills

Organizational skills

Attention to detail

Discretion with confidential info

Independent work

MS Office

Scheduling

Email management

CRM familiarity

Education

Bachelor’s or Associate degree

Tools

CRM systems

E-signature tools

Document management tools

Job description

Description

Position: Administrative Assistant

Location: Chicago, IL (LaSalle Street)
Pay Range: $55,000 – $60,000 Base

Type: Full-Time, In Person

Hiring Firm: Burnham Harbor Private Wealth

Join Our Team at Burnham Harbor Private Wealth - Burnham Harbor Private Wealth is an independent, Chicago-based advisory firm founded in 2023 by a team of experienced advisors who left Merrill to build a more personalized client experience. Serving as "architects of wealth," the team delivers customized planning and holistic services that help successful individuals and multi-generational families protect their wealth, navigate a changing marketplace, and gain peace of mind. Inspired by its Chicago roots and guided by Midwestern values of honesty, passion, respect, humility, and ingenuity.

Position Overview

Burnham Harbor Private Wealth is seeking an Administrative Assistant to provide dependable administrative, operational, and office support for a growing advisory team. This role helps keep daily operations organized by assisting with new account openings and money movement, coordinating calendars, managing communications, preparing documents, maintaining records, and supporting team projects.

You will play an important role in creating a professional, organized, and welcoming environment for clients, advisors, and team members. This position is well-suited for someone who is coachable, detail-oriented, proactive, highly organized, and eager to learn while supporting a variety of administrative and operational priorities in a fast-paced professional services setting.

Your Role & Responsibilities

Administrative & Office Support

• Oversee day-to-day administrative tasks that help the office operate smoothly
• Assist with new account openings, account maintenance paperwork, and money movement requests such as transfers, contributions, and distributions
• Organize digital and physical files, records, and internal documents
• Prepare, format, proofread, and update business documents, correspondence, spreadsheets, and presentations
• Handle data entry, document scanning, filing, mail distribution, and general clerical needs
• Monitor office supplies, inventory, and shared spaces to maintain a professional environment
• Assist internal team members with routine administrative requests and special projects as assigned

Scheduling & Communication Coordination

• Coordinate calendars, appointments, internal meetings, and conference room scheduling
• Prepare meeting materials, agendas, handouts, and follow-up notes as needed
• Route incoming calls, messages, and inquiries to the appropriate team member
• Welcome clients, visitors, vendors, and guests in a professional and friendly manner
• Draft and organize routine emails, letters, memos, and internal communications
• Track reminders, deadlines, and recurring administrative items to support timely follow-through

Team & Client Experience Support

• Create a polished and organized first impression for clients and visitors
• Assist with client-facing materials, event preparation, mailings, and office hospitality needs
• Arrange logistics for team meetings, client appointments, trainings, and internal events
• Maintain accurate contact information, mailing lists, and basic client or prospect records
• Support onboarding logistics for new hires, new clients, or visiting team members when needed
• Identify small process improvements that improve organization, communication, or office efficiency

Requirements

What We’re Looking For

Required Qualifications

• 0-2 years of experience in administrative support, office coordination, reception, customer service, professional services, financial services, or a related environment
• Current or recent experience working within an RIA, wealth management firm, wirehouse, or other client-facing financial services organization is strongly preferred
• Coachable mindset with a willingness to learn new processes, take feedback, and grow within a wealth management practice
• Strong written and verbal communication skills with a professional and polished presence
• Excellent organizational skills with the ability to manage calendars, documents, deadlines, and competing priorities
• High attention to detail when preparing correspondence, maintaining records, entering data, and organizing files
• Comfort handling confidential information with discretion
• Ability to work independently while supporting multiple team members and shifting priorities
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams
• Experience with scheduling, email management, digital filing, document preparation, and general office technology

Preferred Qualifications

• Associate or bachelor’s degree, relevant coursework, or equivalent professional experience in business, communications, administration, finance, or a related field
• Prior experience in wealth management, financial services, banking, insurance, accounting, legal, real estate, or another professional services setting
• Exposure to account opening, money movement, or custodial paperwork
• Familiarity with CRM systems, scheduling and communication tools, document management and e-signature tools
• Exposure to basic reporting, spreadsheet tracking, mailing lists, client records, or database maintenance
• Experience supporting client-facing teams, coordinating meetings, preparing materials, or assisting with office events

Why Join Burnham Harbor Private Wealth?

• Competitive base salary ($55,000 – $60,000) with potential bonus opportunities
• % Employer Covered Benefits Package (Medical, vision, and dental insurance)
• 401(k) match
• Paid Time Off + Paid Holidays
• On-the-job training and professional development
• A culture that values focus during the workday and balance after hours