Front Desk Coordinator/CSA (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:As a member of Client Service Team, the Executive Assistant /Front Desk Coordinator provides the first impression for our complex client households and visitors, adhering to Company Policies and Procedures and supporting Wealthspire values. The role involves managing the reception area and conference rooms, handling administrative tasks, and ensuring smooth daily operations. The ideal candidate will possess excellent communication skills, a professional demeanor, and the ability to multi-task in a fast-paced environment.

Essential Duties and Responsibilities

• Incoming Call Management using Ring Central - answering all calls and transferring to appropriate team member
• Responsible for updating holiday hours, auto attendant as necessary.
• Backup for phone identified whenever not available.
• Office administrator for the phone system – fixes, updates, liaison to corporate office
• Works with Advisor teams and CRM to proactively schedule calls/meetings
• Coordinates any breakfast/lunch/dinner plans and reservations for client meetings as applicable.
• CRM maintenance – tracks all meetings and uploads all related notes; either performs or assigns noted tasks to team members as appropriate.
• Updates CRM with lead, opportunity, and relationship information
• Makes client updates as applicable across applicable systems, i.e. address/email/phone
• Client birthday and holiday communications
• Provide login assistance to clients.
• Provide administrative support for clients, Advisor and CSA teams for scanning, digital filing, printing, shredding and typing
• CRM – initiate tasks in CRM for all client paperwork
• Use Sharepoint to electronically file paperwork, and email to appropriate team member for processing, supported by CRM task
• Blotter all incoming checks; deposit all mailed checks directly at the custodian
  Scanning, faxing, mailing for the office
• Receive and dispatch mail/UPS/faxes (mail goes down by noon for the day)
• Process all outgoing UPS shipments and monitor/track returning UPS shipments
• Office equipment maintenance, office supply ordering, inventory maintenance and supply room organization
• Liaison to building management and NFP for facilities issues
• New employee onboarding assistance as needed
• Office and event coordination
• Liaison with corporate marketing for events and community involvement
• Mass Mailings; such as Quarterly Performance Reports, holiday and birthday cards, new Client thank you letters and gifts
• 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:

• Bachelor’s degree preferred
• Minimum two years of relevant work experience
• Numerical accuracy and attention to detail a must
• Ability to prioritize tasks and work in a team environment
• Professional appearance and manner
• Strong written and verbal communication skills

Career Path:

Through experience and performance may be promoted to other functional areas within the firml

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 innovative but also make more informed decisions, leading to increased employee engagement and client satisfaction.

• Equal Opportunity: We are an equal-opportunity employer. All employment decisions are based on qualifications, merit, and business needs. We do not discriminate on the basis of race, religion, color, gender, age, national origin, sexual or