Job Description

About the Company

TalentWealth Recruiting, a boutique financial services recruiting firm, is recruiting for an exciting opportunity. An independent Registered Investment Advisor located in Austin, TX is hiring an Administrative Assistant on their growing team. This position is 100% in-office Monday-Thursday and remote on Fridays.

About the Role

The Administrative Assistant provides administrative and operational support to the firm’s investment advisors and clients. This role ensures that client service requests are handled efficiently and in compliance with firm policies and industry regulations.

The successful candidate will build and maintain strong professional relationships with clients, demonstrating exceptional organization, attention to detail, self-motivation, and a commitment to superior service. The position requires excellent time management skills, problem-solving ability, and a collaborative approach to improving internal business practices.

Roles & Responsibilities

• Answer and manage incoming telephone calls promptly and professionally.
• Meet, greet, and direct clients and visitors courteously.
• Perform general administrative and clerical duties, including:
• Transcribing, mailing, faxing, scanning, copying, and filing
• Preparing reports, correspondence, and marketing materials
• Scheduling and data entry
• Maintain office supplies and organization through regular inventory and ordering.
• Handle ad hoc requests and special projects as needed.
• Perform operational tasks as assigned.
• Contribute to a team-oriented culture and support internal collaboration.
• Process client transactions, including account openings, transfers, beneficiary changes, and investment adjustments.
• Assist with onboarding of new clients, including account setup, transfers, and online access support.
• Maintain active client communication regarding open requests.
• Ensure timely and accurate documentation of all client interactions in the firm’s CRM system.
• Maintain client records and monitor account accuracy; follow up on missing documentation.
• Assist advisors with scheduling meetings, preparing materials, and creating presentations.
• Collaborate with the team to innovate and streamline workflows, procedures, and technology initiatives.
• Develop and maintain written standard operating procedures, “how-to” documents, and workflow diagrams.
• Perform additional duties as assigned by management.

Required Knowledge, Skills & Competencies

Experience & Education

• Bachelor’s degree from an accredited institution (required), or equivalent education and experience.
• Minimum of two years’ client service or receptionist experience preferred, ideally within a wealth management firm.

Skills & Knowledge

• Exceptional verbal, written, and interpersonal communication skills.
• Demonstrated professionalism, courtesy, and client-focused service.
• Consistently maintains a polished, business-appropriate appearance and demeanor.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, and PowerPoint), with an emphasis on Mail Merge.

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