Finance Firm Operations & Admin Lead

Vaco by Highspring; Mountain Brook (AL); On-site; USD 80,000 - 100,000; Full time

Job summary

Vaco by Highspring is seeking a highly organized Firm Administrator to support the day-to-day operations of a well established financial services firm onsite.

You will coordinate client meetings, onboarding, documentation, preparing reports, processing invoices, and maintaining confidential client records with discretion and professionalism. This role requires 7+ years of administrative or financial services experience and strong MS Office skills.

Qualifications

• 7+ years of administrative, office management, or financial services experience.
• Experience in a financial advisory, wealth management, banking, insurance, or professional services environment is a plus.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• High level of attention to detail and accuracy.
• Strong Microsoft Office skills, particularly Outlook and Excel.
• Ability to handle confidential and sensitive information.
• Professional, dependable, and client-service-oriented.

Responsibilities

• Provide administrative, operational, and HR responsibilities.
• Coordinate client meetings, calendars, appointments, and office communications.
• Assist with client onboarding, account paperwork, documentation, and follow-up.
• Maintain accurate and confidential client records and files.
• Prepare reports, presentations, correspondence, and other client materials.
• Process invoices, expenses, and other basic administrative/financial functions.
• Coordinate with custodians, investment firms, vendors, and other third parties.
• Monitor office supplies, vendors, and general office operations.
• Assist with compliance-related documentation and recordkeeping.
• Handle incoming calls, emails, and client inquiries with professionalism and discretion.
• Support special projects and process improvements as needed.

Skills

Administrative experience

Office management

Financial services exposure

Communication skills

Microsoft Excel

Tools

Outlook

Excel

Job description

Vaco by Highspring is seeking a highly organized Firm Administrator to support the day-to-day operations of a well established financial services firm onsite.

You will coordinate client meetings, onboarding, documentation, preparing reports, processing invoices, and maintaining confidential client records with discretion and professionalism. This role requires 7+ years of administrative or financial services experience and strong MS Office skills.