Office Administrative Assistant

Creative Capital Wealth Management Group; Chester Springs (PA); On-site; USD 50,000 - 70,000; Full time

Job summary

A wealth management firm in Pennsylvania is seeking an experienced Office Administrator / Executive Assistant to support daily operations and leadership. The role combines front-office administration, executive support for the CEO, and client scheduling coordination in a dynamic environment. Ideal candidates have over 5 years of experience, strong organizational skills, and are comfortable using technology. This full-time position offers opportunities for collaboration in a high-energy setting focused on delivering exceptional service.

Qualifications

• 5+ years of experience in a fast-paced office environment, preferably in wealth management or financial services.
• Ability to multitask, prioritize, and adapt in a dynamic setting.
• Strong communication skills with a professional demeanor.

Responsibilities

• Answer and direct phone calls, greet visitors, and provide professional client service.
• Ensure the office is prepped, stocked, and organized for client meetings.
• Manage calendar, schedule appointments, and coordinate travel for the CEO.
• Coordinate meetings and reviews for wealth strategists using Wealthbox CRM.
• Handle mail, filing, data entry, and ad-hoc projects.

Skills

Organizational skills

Communication skills

Proficiency in Microsoft Office Suite

Discretion and confidentiality

Wealthbox CRM experience (optional)

Tools

Wealthbox CRM

Microsoft Office Suite

Job description

Creative Capital Wealth Management Group (CCWMG) is a boutique wealth management firm specializing in retainer-based virtual family office services, alternative investments, and tax mitigation strategies exclusively for accredited investors. Founded in 2003, we are dedicated to helping high-net-worth clients achieve financial independence through personalized, holistic planning and access to institutional-level opportunities. Our team thrives in a fast-paced, client-focused environment where simplicity, transparency, and exceptional service are core values.

Role Description

We are seeking an experienced Office Administrator / Executive Assistant to join our team and play a pivotal role in supporting our daily operations and leadership. This position combines front-office administration, executive support for the CEO, and client scheduling coordination in a dynamic wealth management setting. The ideal candidate is proactive, detail-oriented, and thrives in a high-energy office serving sophisticated clients.

Key Responsibilities

• Serve as the first point of contact: Answer and direct phone calls, greet visitors, and provide professional client service both in-person and virtually.
• Maintain office operations: Ensure the office is fully prepped, stocked, and organized for client meetings, team members, and daily activities (e.g. supplies, refreshments, meeting rooms).
• Provide executive assistance to the CEO: Manage calendar, schedule appointments, coordinate travel, prepare correspondence, and handle confidential tasks.
• Support client scheduling: Coordinate meetings and reviews for wealth strategists and advisors using Wealthbox CRM, ensuring seamless workflows and follow-ups.
• Leverage Wealthbox expertise: Manage tasks, workflows, contact records, opportunities, and reporting to streamline team efficiency and client management.
• Perform general administrative duties: Handle mail, filing, data entry, expense tracking, and ad-hoc projects to support the firm's operations.
• Contribute to a positive team environment: Assist with event coordination, team communications, and other initiatives as needed.

Qualifications

• 5+ years of experience in a fast-paced office environment, preferably in wealth management, financial services, or professional services.
• Optional expertise in Wealthbox CRM, including workflows, task management, calendaring, and reporting.
• Exceptional organizational skills with the ability to multitask, prioritize, and adapt in a dynamic setting.
• Strong communication skills (verbal and written) with a professional demeanor for interacting with high-net-worth clients and executives.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfort with technology/CRMs.
• High level of discretion and confidentiality when handling sensitive financial and client information.
• Positive, proactive attitude with a commitment to excellence and team collaboration.
• Ability to act as executive assistant to the CEO and manage all the incoming requests for his time/attention.

Seniority level

Mid‑Senior level

Employment type

Full‑time

Job function

Administrative