Firm Adminsitrator - Financial Services

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

We are seeking a highly organized and detail-oriented Firm Administrator to support the day-to-day operations of a well established financial services firm. This person will play an important role in keeping the office running efficiently while providing exceptional administrative and client support.

Key Responsibilities

• Provide administrative and operational support to the firm as well as accounting and HR responsiblities.
• 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

Qualifications

• 7+ years of administrative, office management, or financial services experience preferred
• 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

By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions.

Financial Services Firm Administrator

Onsite

Salary

$80,000 - $100,000

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client.

Privacy Notice

Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR and UK GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here https://www.highspring.com/ai-use-notices/. Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual's skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations; and
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).