Wealth Office Assistant

Overview

Chesapeake Wealth Management-

Are you a detail-oriented multitasker who thrives on creating exceptional client experiences and keeping things running seamlessly behind the scenes? As the Wealth Office Assistant, you will be the welcoming face and reliable backbone of our office. From professionally managing calls and calendars to preparing reports and helping ensure smooth workflows, you’ll play a vital role in delivering excellence every day. If you’re organized, resourceful, and love working in a collaborative environment, this is your chance to make a meaningful impact while planting your roots at Chesapeake Wealth Management.

Want to read more about why you should join the team, click the link below: 

Top 10 Reason You Should Explore a Career with Chesapeake Bank

Responsibilities

The Wealth Office Assistant is responsible for collaborating with the Client Services Team in the following areas:

Reception and Client Services Support

• Answer and direct incoming telephone calls in a warm, professional and courteous manner.
• Greet and host clients and visitors, ensuring they feel welcome and are properly assisted.
• Schedule and organize meetings, working closely with the client servicing team.
• Maintain team approach by assisting and filling in for others when necessary.
• Confirm appointments, ensuring the office schedule is up-to-date.
• Ensure that conference rooms and lobby areas are maintained (e.g., stocking necessary supplies, ensuring cleanliness, and creating a visually welcoming atmosphere).
• Execute opening and closing procedures for the office.
• Assist in serving as a liaison with property management vendors for any facilities-related issues.
• Shred client documents as directed, adhering to confidentiality and privacy policies.

Administrative Support

• Provide administrative support to president, financial advisors, portfolio managers and client servicing team, assisting with day-to-day tasks and project coordination.
• Serve as a liaison between the client servicing team and client, addressing concerns and ensuring smooth communication.
• Create and maintain the Office Master Calendar, ensuring all team appointments, meetings, and events are scheduled appropriately.
• Open and sort incoming mail, ensuring important items are directed to the right person promptly.
• Process requests for client gifts, ensuring timely and accurate delivery.
• Inventory office supplies regularly, ensuring appropriate stock levels, and order supplies as needed.
• Prepare and process UPS shipments, including ordering UPS supplies and ensuring timely delivery of materials.

Document and Materials Preparation

• Prepare and print materials for both team and client use, ensuring accuracy and timeliness.
• Assemble, print, and/or bind client reports for meetings or mailings, maintaining consistency in presentation.

Project Coordination and Miscellaneous Duties

• Coordinate various projects as needed, ensuring deadlines are met and tasks are completed.
• Coordinate RSVPs, set-up, and planning for local client or team events, ensuring all logistics are managed efficiently.
• Perform other administrative duties as requested.
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Other

• Understand your role as defined by the three lines of defense to maintain a compliance culture that includes risk management processes.

The above statements describe the job’s essential responsibilities and requirements. They are not an exhaustive list of the duties that may be assigned to job incumbents.

Requirements

Minimum Requirements

• High School Diploma or equivalent, Associates or Bachelor’s Degree preferred
• 2-3 years proven success in an administrative support function, preferably in the financial industry
• Proficiency in Word, Excel, Outlook, PowerPoint and CRM software
• Must be organized and detail-oriented
• Client first attitude
• Strong verbal and written communication skills
• Team player, collaborative, able to work with and through others

Additional Information/Special Requirements

• This is an in-person position, based out of our Williamsburg, VA office.
• This is a full-time position. Typical working hours are Monday - Friday, 8:30am - 5:00pm

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