Administrative Assistant - Wealth Management

TalentLink Solutions; Kirkland (WA); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Competitive salary plus annual bonus

$500 monthly towards Medical Expenses

401(k) with 100% company match up to 4%

Job summary

A woman-owned wealth management firm in Kirkland is seeking an Administrative Assistant to support daily operations and enhance client relationships. The role involves greeting clients, managing office logistics, and handling various administrative tasks. The ideal candidate has a Bachelor's degree or equivalent experience, and 1-3 years in wealth management or similar services. A proactive and communicative mindset is essential, along with strong organization skills and attention to detail. This position offers competitive salary and benefits.

Qualifications

• 1-3 years of progressive experience in wealth management or similar financial services.
• Strong time management skills to handle multiple assignments efficiently.
• Excellent communication skills, both orally and in writing.
• Excellent attention to detail with client information and documentation.

Responsibilities

• Greet and welcome clients in a friendly manner.
• Handle routine matters for client accounts and assist with office operations.
• Support client events and perform various administrative tasks.
• Monitor alerts and assist with office operations.
• Manage day-to-day office tasks: supplies, tidiness, and organization.
• Schedule and calendar management; scan and file documents.
• Sort mail and prepare outgoing documents.
• Support client events and on-site logistics.
• Assist with executive assistant-type tasks as needed.
• Communicate clearly with clients and internal team members.
• Perform miscellaneous administrative and client-service tasks as assigned.

Skills

Excellent follow-through

Time management

Interpersonal communication

Attention to detail

Interpersonal skills

Education

Bachelor’s degree or equivalent work experience

Equivalent work experience

Tools

Industry-specific software

Job description

We are a successful, woman-owned wealth management firm focused on helping clients navigate complexities in life—financial or otherwise. We offer wealth management and financial planning services to a select group of clients in the high-net-worth space, with an emphasis on providing excellent service and having deep client relationships. Building the life you want is a journey, not a destination. It’s about taking small steps that lead to meaningful change. That is why our approach to wealth management and our business model is built on the concept of continuous improvement. We believe that every little effort counts in shaping your future. Let’s take those small steps together and create a great career and team environment, and a great experience for our clients. We are growing and hope to find our next Administrative Assistant.

This is a highly supportive, hands-on role focused on keeping the office running smoothly day to day while providing excellent service to both clients and the internal team. You will have frequent client contact, by telephone, in-person, and by email. You will also work closely with external partners, making you a key contributor to our client experience. From greeting clients and assisting with events to handling office logistics and routine account tasks, you are proactive, positive, and willing to step in wherever support is needed. You are the type of person who owns your job and isn’t afraid to take care of business. If you don’t know how to do it, you dig in, ask questions, leverage your resources, and figure it out. You recognize that the single most important part of our business is our clients, and you do everything you can to help them. Additionally, being a small firm, there will always be crossover between roles, and you are always happy to help your peers with the end result being to care for the client.

Responsibilities will include:

• Greet and welcome clients in a friendly and professional manner in person and over the phone
• Answer, screen, and route phone calls, assisting clients directly or taking messages as appropriate
• Handle routine matters for client accounts, including processing name and address changes, beneficiary changes, bank authorizations, and answering client questions
• Monitor and assist with Schwab alerts and other operational overflow tasks
• Manage day-to-day office operations, including ordering supplies and keeping the office tidy, organized, and stocked
• Handle administrative tasks such as scheduling and calendar management, scanning documents, organizing client files, and completing forms
• Check, sort, and distribute mail; prepare and send outgoing documents
• Support client events, including prep, organization, and on-site assistance
• Assist with executive assistant-type tasks, including picking up mail, running errands, and taking lunch orders
• Communicate clearly and professionally with both clients and internal team members
• Perform various miscellaneous administrative, client service, and general office management tasks as assigned

We are looking for a candidate who has:

• Bachelor’s degree highly preferred, or equivalent work experience
• 1-3 years of progressive experience in wealth management highly preferred; candidates with experience in similar financial services environments, such as accounting, banking, investment operations, insurance, or mortgage industry roles with a focus on processing are also encouraged to apply
• Knowledge of industry-specific software preferred
• Excellent follow-through and communication regarding status of open items
• Strong time management skills; ability to prioritize and coordinate multiple work assignments and deadlines efficiently despite frequent interruptions
• Excellent interpersonal and communication skills; ability to communicate in a pleasant, tactful, and effective manner (both orally and in writing), and to handle difficult, sensitive issues
• Maintain a high level of attention to detail, particularly with client information and documentation

What we offer:

• Competitive salary plus annual bonus
• $500 per month towards Medical Expenses
• 401(k) with 100% company match up to 4% of your annual pay