Administrative Assistant

POSITION OVERVIEW

Third Act Wealth Management is seeking a polished, service-driven Administrative Assistant to deliver exceptional, white-glove support to our high-net-worth clients and families. This role combines the operational precision of a client service professional with hospitality expertise like a luxury concierge.

This role focuses on core client service and account operations dedicated to creating an elevated personalized experience for every client interaction. The ideal candidate understands the expectations of clientele, anticipates needs, and takes pride in creating a seamless experience within a sophisticated financial services environment.

This is a relationship- and hospitality-forward position for a driven professional who wants to grow their career in wealth management.

KEY RESPONSIBILITIES

• Process client transactions, account updates, transfers, and documentation with a high degree of accuracy.
• Maintain and update client records in the CRM system, ensuring all data is current and compliant with firm standards.
• Collaborate with advisors, co-workers, compliance, and back-office operations teams to deliver seamless client experience.
• Assist with client onboarding, including preparation of new account documentation and needs assessments.
• Generate and distribute account statements, performance reports, and regulatory correspondence.
• Identify opportunities to enhance client relationships and elevate complex needs to management.
• Curate a personalized and elevated in-office experience for each client visit.
• Prepare meeting spaces in advance, ensuring materials, technology, and hospitality elements are flawlessly arranged.
• Anticipate client preferences (beverage selections, seating preferences, special accommodations) and maintain detailed client notes to enhance future visits.
• Facilitate smooth transitions between meetings and ensure timely advisor-client engagement.
• Oversee post-meeting follow-up support, including coordinating thank-you communications, gifts, or delivering a tailored client experience.
• Assist in planning and executing client appreciation events and exclusive gatherings.
• Support client milestone recognition (birthdays, anniversaries, life events) through thoughtful outreach and coordination.
• Order supplies for the office and check mail.
• Maintain a pristine, welcoming, and client-ready environment that reflects the firm’s standards of excellence.

REQUIRED QUALIFICATIONS

• 1–3 years of client service or client-facing experience in financial services (wealth management, banking, brokerage, or insurance).
• Bachelor’s degree in finance, Business Administration, Hospitality, or a related field preferred.
• Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.
• Experience with CRM platforms (Redtail, Wealthbox, Microsoft Dynamics, or similar).
• Creativity and experience in Canva.
• Polished, professional demeanor with exceptional verbal and written communication skills.
• Strong attention to detail and ability to manage competing priorities in a fast-paced environment.
• Natural hospitality instincts — warm, proactive, and attentive to the needs of clientele.

PREFERRED QUALIFICATIONS

• Experience in a luxury hospitality, private club, or concierge services environment.
• Experience supporting financial advisors or relationship managers.
• Knowledge of account types (IRA, brokerage, trust), and financial regulations.

WHAT WE OFFER

• Competitive base salary and bonus opportunities commensurate with experience.
• Comprehensive benefits package including health, dental, vision, and 401(k) with company match.
• Paid time off, holidays, and a commitment to work-life balance.

HOW TO APPLY

Interested candidates should submit a resume to [email protected] with the subject line "Administrative Assistant". Applications will be reviewed on a rolling basis.