About the Role
We are seeking a highly organized and detail-oriented Wealth Management Operations & Executive Assistant to support a financial advisory practice serving high-net-worth individuals. This role blends investment operations, client account maintenance, and executive-level administrative support for the CEO.
The ideal candidate has prior exposure to custodians such as Fidelity Investments and/or Charles Schwab, strong follow-through, and comfort handling sensitive financial and client information. Experience with alternative investments, life insurance, and annuity products is a strong plus.
Key Responsibilities
Investment & Client Operations Support
- Obtain and track client tax documents, including:
- K-1s (received monthly through October from various sponsors)
- 1099s (received in February from custodians and sponsors)
- Support alternative investment maintenance, including:
- Re-registration paperwork
- Address change documentation
- Ownership updates (trusts, beneficiaries, divorces, separation of assets)
- Paperwork related to investments going public
- Handle Fidelity and Charles Schwab maintenance requests, including:
- Address changes
- Trust updates
- Ownership and beneficiary changes
- Attend investor calls, take detailed notes, and distribute summaries to internal teams
- Provide due diligence updates to the advisory team
- Prepare pre-paperwork for new client onboarding and new transactions
- Enter and maintain life insurance and annuity data in Salesforce
- Support mass mailings and bulk client communications
Client Review & Planning Support
- Prepare materials for client review meetings using platforms such as:
- Ensure accuracy and completeness of data prior to meetings
Executive Assistant Support (CEO)
- Manage CEO’s calendar with precision, including:
- Daily and weekly (Friday) planning for the following week
- Calendar categories for pipeline and priority tracking
- Scheduling via Calendly
- Accounting for drive times between in-person meetings
- Applying CEO’s preferences for meeting days, times, titles, and locations
- Manage CEO’s email inbox:
- Review inbox 3 times daily
- Conduct weekly inbox clean-up (Mondays or Wednesdays) to surface stalled or older emails
- Apply inbox categories and flags
- Send meeting confirmations and follow-ups
- Maintain accurate contact records in Salesforce and Outlook
- Generate birthday reports and assist with relationship management initiatives
Preferred Experience
- Prior experience or exposure to Fidelity Investments and/or Charles Schwab
- Background in wealth management, financial advisory, or investment operations
- Exposure to life insurance and annuity products (bonus)
- Experience with Salesforce CRM
- Familiarity with financial planning tools (eMoney, MoneyGuidePro, Orion)
Requirements
This is a full time role
$6/hr
100% Remote
