Investment Advisor Assistant

Job DescriptionJob Description Position Overview We are seeking a highly organized, detail‐oriented, and growth‐driven Support Staff to support our advisory team and deliver exceptional client experience. This role is central to the daily operations of the practice, ensuring clients receive timely service, advisors stay organized and prepared, and all workflows move efficiently from start to finish. The ideal candidate is proactive, tech‐savvy, comfortable learning new systems, and committed to accuracy, professionalism, and continuous improvement. This position is perfect for someone who is growth-driven, and strives in a fast-moving, hands-on, client driven environment. Key Responsibilities Handle service-related updates including beneficiary changes, banking updates, address/phone/email changes for IRA's, Individual Accounts, Joint Accounts, etc. Support the onboarding of new clients, ensuring all required documentation is completed and processed accurately. Process and monitor client distributions, contributions, conversions, and reimbursements for IRA's, 401ks, Mutual Funds, 529's, etc. Provide statements, forms, and rollover documentation; monitor rollovers to ensure proper completion. Assist clients with online account access, login troubleshooting, and navigation of custodial and planning platforms. Workflow & Document Management Process workflows from initiation through completion, ensuring nothing is missed. Track, update, and resolve any paperwork that is not in good order (NIGO). Process DocuSigns and manage mailed documents for clients unable to sign electronically. Follow up with clients on outstanding tasks, missing information, or outdated documents. Maintain accurate, up‐to‐date client information in the CRM and monitor CRM feature updates. Advisor Support & Meeting Preparation Answer business phone calls professionally and route/respond appropriately. Schedule annual review appointments based on advisor availability and client needs. Prepare annual review documentation and coordinate with back-office staff for advisor-requested materials. Provide hands-on support during client review meetings, including helping clients access portfolio reports, document delivery preferences, and site navigation. Use note-taking tech to document meeting notes, follow-up items, and action steps for clients, advisors, and admin staff. Monitor and organize advisor calendars for efficiency, consistency, and proactive communication. Serve as a second set of eyes to advisor tasks to ensure no tasks, documents, or client needs fall through the cracks for each assigned advisor. Operational Organization & Tracking Keep spreadsheets updated and maintain an organized weekly schedule. Monitor Require Minimum Distributions or any Industry Required Obligations throughout the year to ensure all clients satisfy their requirements by year-end. Attend weekly service meetings with advisors and service staff, as well as individual advisor check-ins. Assist with general administrative tasks as needed, always delivering excellent customer service. Process Improvement & Business Growth Support advisors in business development initiatives and client service enhancements. Help implement, refine, and execute processes and procedures to improve efficiency and client experience. Stay current on technology tools, CRM updates, and industry platforms; train advisors on new features when needed. Qualifications Prior experience in financial services, wealth management, or client service role preferred. Knowledge of IRA's, 401ks, Mutual Funds, RMD's Strong organizational skills with exceptional attention to detail. Excellent communication skills - professional, clear, and client‐focused. Ability to manage multiple tasks, deadlines, and follow‐ups simultaneously. Tech‐savvy and willing to learn new systems, platforms, and processes. Comfortable working in a fast‐paced environment with evolving priorities. Goal‐oriented mindset with a desire to grow within the financial services industry. Ideal Candidate Traits Proactive and resourceful Client‐focused with a service‐first mindset Strong problem solver Highly dependable and accountable Eager to learn, grow, and take on increasing responsibility Thrives in a structured, process‐driven environment