Wealth Management Executive Assistant

SUMMARY

The Wealth Management Executive Assistant provides high-level administrative, operational, client service, meeting coordination, and office hospitality support to the Head of Wealth Management and department leadership. This highly visible role serves as a central point of coordination for leadership activities, client engagement efforts, office operations, and account administration.

This role requires consistent attention to firm policies, regulatory requirements, documentation standards, and confidentiality.

The successful candidate will be a proactive, detail-oriented professional who thrives in a fast-paced environment and demonstrates exceptional organizational, communication, and relationship management skills. This individual will play a critical role in ensuring seamless daily operations, delivering a first-class client experience, supporting regulatory and compliance requirements, and helping leadership maximize effectiveness and efficiency.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive & Leadership Support

• Coordinate day-to-day administrative support for the Head of Wealth Management and department leadership, including prioritizing requests, tracking follow-up items, and ensuring timely execution of key activities.
• Manage complex calendars and prioritize scheduling needs for the Head of Wealth Management and department leadership.
• Prepare correspondence, reports, presentations, and other executive materials.
• Coordinate travel arrangements and related logistics as needed.
• Manage confidential information with the highest level of discretion and professionalism.
• Assist with special projects and strategic initiatives led by department leadership.

Client Service & Communications

• Serve as the primary point of contact for incoming calls, visitors, clients, and prospects.
• Respond to routine communications on behalf of the Wealth Management department, ensuring timely and professional follow-up.
• Coordinate client communications, meeting invitations, confirmations, and post-meeting follow-up.
• Promote a welcoming, responsive, and professional experience for clients, prospects, and visitors.

Meeting, Presentation & Office Coordination

• Coordinate and schedule client review meetings, prospect meetings, and leadership meetings.
• Prepare agendas, client review materials, investment presentations, meeting packets, and supporting documentation.
• Coordinate physical meeting preparation and post-meeting cleanup, including conference room setup, catering, refreshments, materials, and restoration of meeting spaces.
• Coordinate meeting logistics and technology readiness, including room reservations, audiovisual setup, virtual meeting access, presentation readiness, and troubleshooting support as needed.
• Manage office hospitality functions, including kitchen organization, refreshments, and related inventory.
• Support daily office operations that promote an organized, client-ready, and efficient Wealth Management environment.

Wealth Management Operations

• Support the opening, maintenance, and closing of a variety of account types, including individual, joint, trust, retirement, and business accounts.
• Coordinate collection and processing of client documentation and account paperwork.
• Maintain accurate client records and supporting documentation.
• Liaise with custodians, clients, and internal partners to facilitate account servicing and operational requests.

Compliance & Risk Management

• Ensure adherence to firm policies, procedures, and regulatory requirements.
• Maintain required records and documentation in accordance with compliance standards.
• Support compliance reviews, audits, and reporting requirements as necessary.
• Escalate potential compliance concerns appropriately and promptly.
• Comply with the firm's Code of Ethics, including disclosure of personal securities holdings and brokerage accounts, and adherence to applicable personal trading, reporting, and pre-clearance requirements.

Consider this description to be the foundation of your job, not its boundaries. Expect to participate in internal and external training sessions and activities not described here which enhance the quality of service to the client.