Job Description
Job Description
Salary : Who We Are
Revision Wealth Management is a premier wealth management firm specializing in delivering high-touch, highly customized financial solutions. With two current branch locations, and a team dedicated to serving high-net-worth and mass affluent clients, we strive for operational excellence, innovation, relentless accuracy and client satisfaction.
Position Summary
The Administrative Assistant is a critical team member responsible for ensuring the seamless execution of administrative, operational, and client-facing activities within the office. This role requires a highly organized, detail-oriented professional with the ability to juggle multiple priorities, maintain impeccable accuracy, and communicate effectively with internal and external stakeholders. The Administrative Assistant will handle incoming and outgoing communications, manage new business applications, coordinate event logistics, and oversee vendor interactions while consistently delivering high-quality work that aligns with organizational goals.
This individual must project a polished and professional image that reflects the high standards of the wealth management industry. Professional attire and demeanor are non-negotiable, as this role requires regular client interaction and representation of the firms values. The Administrative Assistant reports directly to the Chief of Staff and works collaboratively across departments, without supervisory responsibilities.
Key Responsibilities
Communication and Client Interaction
- Act as the first point of contact for incoming and outgoing calls, ensuring all communications are handled promptly and with professionalism.
- Greet and assist clients and visitors to the office, ensuring an exceptional and polished experience.
- Facilitate clear and concise communication between clients, internal teams, and external vendors.
- Proactively follow up on client inquiries and ensure all concerns are addressed or escalated appropriately.
Administrative Operations
Process and review new business applications with a high level of accuracy, ensuring compliance with internal and regulatory standards.
Maintain meticulous records, update client information in CRM systems, and ensure data integrity.Oversee calendar management, including scheduling meetings, coordinating appointments, and tracking deadlines.Prepare internal and external correspondence, ensuring all documentation adheres to company standards.Event Coordination and Logistics
Manage the setup, and breakdown of meetings, events, and presentations, ensuring every detail is addressed.Collaborate with internal teams and external vendors to secure necessary materials, equipment, and services for events.Monitor event timelines and communications to ensure all activities are executed within scope.Vendor Relationship Management
Establish and maintain relationships with internal and external vendors to ensure timely and efficient delivery of goods and / or services.Run, analyze, and distribute reports on key metrics, identifying trends or discrepancies for further review.Assist the Chief of Staff in developing reporting frameworks to improve operational insights.Quality Assurance and Compliance
Conduct thorough input and reviews of applications, and event plans to ensure completeness, accuracy, and compliance with regulatory and internal standards.Collaborate with the compliance team to address any discrepancies or missing information in applications.Serve as a liaison between advisors, clients, and custodians to resolve issues that may arise during the application process.Proactively track the status of all new business submissions, providing timely updates to relevant stakeholders.Assist in onboarding new clients by preparing necessary documentation, coordinating welcome communications, and ensuring all account setups are finalized without error.Develop and refine processes to improve the efficiency and accuracy of new business operations.Provide regular audits of active applications to identify trends and recommend checklists or workflows to reduce errors and improve efficiency.Safeguard confidential information, adhering to all company policies and legal requirements.Qualifications
Education and Experience
High school diploma required, associate or bachelors degree in business administration, communications, or a related field preferred.Minimum 3 years in a similar administrative or client-facing role, preferably in a corporate or professional services environment.Proven experience with event coordination, vendor management, or reporting.Skills and Competencies
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and CRM systems.Strong organizational skills with exceptional attention to detail and a proactive approach to problem-solving.Excellent written and verbal communication skills, with the ability to tailor messaging to diverse audiences.High emotional intelligence, professionalism, and the ability to build rapport with clients and colleagues.Professional Presentation
Must maintain a polished and professional appearance that reflects the high standards of the wealth management industry.Demonstrated ability to represent the firm confidently and professionally in all client interactions and external events.Work Environment
Dynamic and fast-paced professional office setting.Occasional early mornings, evenings, or weekends required for event support or urgent tasks.Sample Key Performance Indicators (KPIs)
Maintain 99% or higher accuracy in all application processing and reporting tasks.Achieve a 24-hour response time for client inquiries and vendor communication.Ensure 100% compliance with regulatory and internal application standards.Ensure on-time completion of event setup and breakdown, with zero logistical issues.Build strong relationships with internal and external stakeholders, reflected in positive feedback.Compensation and Benefits
Competitive salary and bonus structure.Opportunities for professional growth and leadership development.Travel opportunities between branch locations.Physical Requirements
Ability to lift and move objects up to 25 pounds.Frequent sitting, standing, and walking required.This job description is intended to provide a general overview of the responsibilities and requirements of the position. It is not an exhaustive list of duties, and additional tasks may be assigned by the Chief of Staff or other leadership as necessary to meet organizational goals and objectives.
Equal Opportunity Statement
Revision Wealth Management LLC is committed to fostering a diverse and inclusive workplace. We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, or veteran status.
