Administrative Assistant- Wealth Management ( In-Office)

Who We Are:  

Wealthspire Advisors is a New York City-based, independent registered investment Advisory firm with $20B in AUM. We have more than 300 employees serving clients from 22 offices in 12 states. With a strong commitment to a fiduciary business model, the firm believes in connecting all aspects of a client's financial life to deliver thoughtful, collaborative strategies that focus on what is most important to each client. Wealthspire Advisors acts as a wealth manager, investment Advisor, consultant, and constant partner in helping clients achieve their aspirations. For more information on Wealthspire Advisors, please visit www.wealthspire.com.

Summary: The Administrative Assistant role is responsible for ensuring the day-to-day data integrity for client accounts and providing support to the advisory staff on client related issues, as well as providing vital office support, ensuring the smooth functioning of daily operations and the delivery of outstanding client service. As part of our team, you'll have access to ongoing training and development opportunities to enhance your skills and advance your career within our organization. Join us and embark on a journey where your contributions are valued, and your potential for growth is limitless.

Essential Duties and Responsibilities:

• Answer phone calls, resolve issues, and/or take messages as needed
• Interact directly with clients regarding different types of requests, such as money movement requests, account balances, re-ordering of checks, charitable giving confirmations, etc.
• Managing distribution/receipt of clients’ paperwork.
• Utilize CRM application to perform various functions, such as submitting/assigning tasks, running dialogues (onboarding/offboarding of clients, new contract, and RMD requests), creating new contact entries, updating existing contact information, utilizing the dashboard feature to track tasks, running reports, etc.
• Work with other Wealthspire teams on items such as preparation and submission of client paperwork, preparing the meeting materials, facilitating various transactions, and account maintenance on behalf of our clients.
• Prepare client letters/emails as needed.
• Maintain and update client service procedures.
• Prepare Advisors expense reports to include coding and scanning receipts.
• Manage the calendar; set appointments and meetings for Advisors.
• Confirm appointments directly with clients, via email and/or phone.
• Assist with travel arrangements and trip itineraries if needed.
• Schedule lunch and dinner reservations for client meetings if needed.
• Handles general office operations and procedures i.e. filing systems, database management, equipment maintenance, phone systems and other services.
• Greets and welcomes all guests and announces visitors promptly to appropriate producer or staff member and maintains a neat and orderly reception area.
• Manages conference room reservations and registers all office visitors with building security.
• Checks for, opens and sorts all mail and prepares overnight mail packages for delivery and coordinates delivery with service providers and/or messengers as appropriate.
• Assists with all regional event planning (i.e. holiday party, dinners).
• Perform other duties as and when needed.
• Coordinates with building administration for all work of the office space, including, but not limited to building hours and facility maintenance.

Knowledge, Skills, and/or Abilities:

• Numerical accuracy and attention to detail (required).
• Ability to prioritize tasks and work in a team environment. 
• Desire to learn, be resourceful, and think outside the box. 
• Professional appearance and manner.
• Continuously exhibits personal integrity, professional initiative, and a personable attitude.

Education and/or Experience:

• College degree not required.  New grads considered with a business and/or finance-related degree and/or internship/work experience. 
• Previous back-office operations or executive/administrative assistant experience (preferred); experience in financial planning and/or the securities industry (helpful)
• Proficiency in Microsoft Office is required; experience with any CRM, portfolio management, and document management software is a plus.

Diversity, Equity, Inclusion, and Belonging at Wealthspire

Wealthspire is committed to fostering an inclusive work environment that values diversity as a fundamental asset. Research substantiates that diverse teams are not only more innova