Administrative Assistant

About the Role

Burnham Harbor Private Wealth is seeking an Administrative Assistant to provide dependable administrative, operational, and office support for a growing advisory team. This role helps keep daily operations organized by assisting with new account openings and money movement, coordinating calendars, managing communications, preparing documents, maintaining records, and supporting team projects. The position is well-suited for someone who is coachable, detail-oriented, proactive, highly organized, and eager to learn while supporting a variety of administrative and operational priorities in a fast-paced professional services setting.

Key Responsibilities

Administrative & Office Support

• Oversee day-to-day administrative tasks that help the office operate smoothly
• Assist with new account openings, account maintenance paperwork, and money movement requests such as transfers, contributions, and distributions
• Organize digital and physical files, records, and internal documents
• Prepare, format, proofread, and update business documents, correspondence, spreadsheets, and presentations
• Handle data entry, document scanning, filing, mail distribution, and general clerical needs
• Monitor office supplies, inventory, and shared spaces to maintain a professional environment
• Assist internal team members with routine administrative requests and special projects as assigned

Scheduling & Communication Coordination

• Coordinate calendars, appointments, internal meetings, and conference room scheduling
• Prepare meeting materials, agendas, handouts, and follow-up notes as needed
• Route incoming calls, messages, and inquiries to the appropriate team member
• Welcome clients, visitors, vendors, and guests in a professional and friendly manner
• Draft and organize routine emails, letters, memos, and internal communications
• Track reminders, deadlines, and recurring administrative items to support timely follow-through

Team & Client Experience Support

• Create a polished and organized first impression for clients and visitors
• Assist with client-facing materials, event preparation, mailings, and office hospitality needs
• Arrange logistics for team meetings, client appointments, trainings, and internal events
• Maintain accurate contact information, mailing lists, and basic client or prospect records
• Support onboarding logistics for new hires, new clients, or visiting team members when needed
• Identify small process improvements that improve organization, communication, or office efficiency

Requirements & Tech Stack

Required Qualifications

• 0-2 years of experience in administrative support, office coordination, reception, customer service, professional services, financial services, or a related environment
• Current or recent experience working within an RIA, wealth management firm, wirehouse, or other client-facing financial services organization is strongly preferred
• Coachable mindset with a willingness to learn new processes, take feedback, and grow
• Strong written and verbal communication skills with a professional and polished presence
• Excellent organizational skills with the ability to manage calendars, documents, deadlines, and competing priorities
• High attention to detail when preparing correspondence, maintaining records, entering data, and organizing files
• Comfort handling confidential information with discretion
• Ability to work independently while supporting multiple team members and shifting priorities
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams
• Experience with scheduling, email management, digital filing, document preparation, and general office technology

Preferred Qualifications

• Associate or bachelor’s degree, relevant coursework, or equivalent professional experience in business, communications, administration, finance, or a related field
• Prior experience in wealth management, financial services, banking, insurance, accounting, legal, real estate, or another professional services setting
• Exposure to account opening, money movement, or custodial paperwork
• Familiarity with CRM systems, scheduling and communication tools, document management and e-signature tools
• Exposure to basic reporting, spreadsheet tracking, mailing lists, client records, or database maintenance
• Experience supporting client-facing teams, coordinating meetings, preparing materials, or assisting with office events