Wealth Management Operations & Executive Assistant

Job Description

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:
• eMoney
• MoneyGuidePro
• Orion
• 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