Administrative Assistant

Third Act Wealth Management, LLC; Dallas (TX); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Competitive base salary

Comprehensive benefits package

Paid time off and holidays

401(k)

Job summary

A prominent wealth management firm in Dallas is looking for a polished Administrative Assistant. This role focuses on delivering exceptional client service and operational precision. The ideal candidate will possess a strong client service background, ideally with experience in financial services, and will showcase a professional demeanor. Responsibilities include processing client transactions, maintaining records, and enhancing client relationships. Comprehensive benefits and competitive compensation are offered.

Qualifications

• 1–3 years of client service experience in financial services.
• Polished and professional demeanor with exceptional communication skills.
• Strong ability to manage competing priorities in a fast-paced environment.
• Experience with CRM platforms (Redtail, Wealthbox, Microsoft Dynamics, or similar).
• Creativity and Canva proficiency for client communications.
• Polished, professional demeanor with strong verbal and written communication.
• Strong attention to detail and ability to manage competing priorities in a fast-paced environment.
• Natural hospitality instincts—warm, proactive, and attentive to clientele.

Responsibilities

• Process client transactions and account updates with accuracy.
• Maintain and update client records in the CRM system.
• Assist with client onboarding and generate account statements.
• Prepare meeting spaces and anticipate client preferences.
• Generate and distribute account statements, performance reports, and regulatory communications.
• Identify opportunities to enhance client relationships and elevate complex needs to management.
• Curate a personalized in-office experience for each client visit.
• Prepare meeting spaces with materials, tech, and hospitality elements.

Skills

Client service experience

Communication skills

Attention to detail

Hospitality instincts

Hospitality mindset

Education

Bachelor’s degree in relevant field

Tools

Microsoft Office Suite

CRM platforms

Canva

Canva

Job description

POSITION OVERVIEW

Third Act Wealth Management is seeking a polished, service-driven Administrative Assistant to deliver exceptional, white-glove support to our high-net-worth clients and families. This role combines the operational precision of a client service professional with hospitality expertise like a luxury concierge.

This role focuses on core client service and account operations dedicated to creating an elevated personalized experience for every client interaction. The ideal candidate understands the expectations of clientele, anticipates needs, and takes pride in creating a seamless experience within a sophisticated financial services environment.

This is a relationship- and hospitality-forward position for a driven professional who wants to grow their career in wealth management.

KEY RESPONSIBILITIES

• Process client transactions, account updates, transfers, and documentation with a high degree of accuracy.
• Maintain and update client records in the CRM system, ensuring all data is current and compliant with firm standards.
• Collaborate with advisors, co-workers, compliance, and back-office operations teams to deliver seamless client experience.
• Assist with client onboarding, including preparation of new account documentation and needs assessments.
• Generate and distribute account statements, performance reports, and regulatory correspondence.
• Identify opportunities to enhance client relationships and elevate complex needs to management.
• Curate a personalized and elevated in-office experience for each client visit.
• Prepare meeting spaces in advance, ensuring materials, technology, and hospitality elements are flawlessly arranged.
• Anticipate client preferences (beverage selections, seating preferences, special accommodations) and maintain detailed client notes to enhance future visits.
• Facilitate smooth transitions between meetings and ensure timely advisor-client engagement.
• Oversee post-meeting follow-up support, including coordinating thank-you communications, gifts, or delivering a tailored client experience.
• Assist in planning and executing client appreciation events and exclusive gatherings.
• Support client milestone recognition (birthdays, anniversaries, life events) through thoughtful outreach and coordination.
• Order supplies for the office and check mail.
• Maintain a pristine, welcoming, and client-ready environment that reflects the firm’s standards of excellence.

REQUIRED QUALIFICATIONS

• 1–3 years of client service or client-facing experience in financial services (wealth management, banking, brokerage, or insurance).
• Bachelor’s degree in finance, Business Administration, Hospitality, or a related field preferred.
• Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.
• Experience with CRM platforms (Redtail, Wealthbox, Microsoft Dynamics, or similar).
• Creativity and experience in Canva.
• Polished, professional demeanor with exceptional verbal and written communication skills.
• Strong attention to detail and ability to manage competing priorities in a fast-paced environment.
• Natural hospitality instincts — warm, proactive, and attentive to the needs of clientele.

PREFERRED QUALIFICATIONS

• Experience in a luxury hospitality, private club, or concierge services environment.
• Experience supporting financial advisors or relationship managers.
• Knowledge of account types (IRA, brokerage, trust), and financial regulations.

WHAT WE OFFER

• Competitive base salary and bonus opportunities commensurate with experience.
• Comprehensive benefits package including health, dental, vision, and 401(k) with company match.
• Paid time off, holidays, and a commitment to work-life balance.

HOW TO APPLY

Interested candidates should submit a resume to [e-mail] with the subject line "Administrative Assistant". Applications will be reviewed on a rolling basis.