Administrative Assistant

Prestige Wealth Strategies; Village of Williamsville (NY); On-site; USD 25,000 - 30,000; Part time

Job summary

Prestige Wealth Strategies, a producer group affiliated with Equitable Advisors, is seeking an organized Administrative Assistant to support Financial Advisors and deliver exceptional client service.

This part-time role involves handling confidential information, coordinating communications, and ensuring smooth day-to-day operations. There is potential to transition to full-time based on performance and business needs.

Qualifications

• Minimum 2 years of experience in a professional office environment.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong attention to detail and accuracy.
• Excellent communication and interpersonal skills.

Responsibilities

• Serve as the primary administrative support for the assigned Advisor’s client base.
• Answer and screen phone calls professionally; take messages and direct appropriately.
• Manage the Advisor’s calendar, schedule appointments, and reserve meeting spaces.
• Prepare materials for client meetings, including quotes, reminders, etc.
• Maintain accurate and up-to-date client files and databases.
• Process account applications, investment transfers, and service requests (e.g., address or beneficiary changes).
• Track and follow up on all new business submissions.
• Handle incoming and outgoing correspondence; draft responses as needed.
• Maintain strict confidentiality and exercise discretion in all interactions.
• Support monthly business reviews, branch/district meetings, and staff meetings.
• Assist with special projects using Microsoft Word, Excel, and PowerPoint.
• Anticipate administrative needs and proactively address them.

Skills

Attention to detail

Communication

Multitasking

Discretion

Office basics

Tools

Microsoft Office Suite

Job description

Prestige Wealth Strategies is a producer group associated with Equitable Advisors. We are a specialized group dedicated to serving clients with exceptional wealth strategy solutions, the company fosters professionalism and innovation in its services. Prestige Wealth Strategies takes pride in promoting a culture of excellence and collaboration among its employees, creating a supportive workplace environment.

Position Summary

We are seeking a highly organized and detail-oriented Administrative Assistant to support Financial Advisors in delivering exceptional client service. This role involves managing confidential information, coordinating client communications, and ensuring smooth day-to-day operations. The ideal candidate will be proactive, trustworthy, and skilled in multitasking within a professional office environment. This is a part-time position with the ability to become a full-time posotion.

Key Responsibilities

• Serve as the primary administrative support for the assigned Advisor’s client base
• Answer and screen phone calls professionally; take messages and direct appropriately
• Manage the Advisor’s calendar, schedule appointments, and reserve meeting spaces
• Prepare materials for client meetings, including quotes, reminders, etc.
• Maintain accurate and up-to-date client files and databases
• Process account applications, investment transfers, and service requests (e.g., address or beneficiary changes)
• Track and follow up on all new business submissions
• Handle incoming and outgoing correspondence; draft responses as needed
• Maintain strict confidentiality and exercise discretion in all interactions
• Support monthly business reviews, branch/district meetings, and staff meetings
• Assist with special projects using Microsoft Word, Excel, and PowerPoint
• Anticipate administrative needs and proactively address them

Qualifications

• Minimum 2 years of experience in a professional office environment
• Proven ability to handle confidential material with discretion
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Strong attention to detail and accuracy
• Excellent communication and interpersonal skills
• Ability to manage multiple priorities and meet deadlines
• Experience in office administration and problem-solving

Performance Goals

• Answer calls promptly and professionally; minimize voicemail routing
• Ensure all client meeting materials are prepared in advance
• Maintain organized and timely filing systems
• Demonstrate reliability, discretion, and proactive support to the Advisor and clients