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Administrative Assistant

Joel Isaacson & Co., LLC

This is a Full-time position in New York, NY posted June 7, 2021.

A boutique private wealth firm in New York City is seeking an experienced Administrative Assistant to join our team. As an Administrative Assistant and a member of the Financial Planning team your responsibilities will include working directly with clients and internal colleagues, providing administrative support to the Financial Planners, assisting Financial Planners with setup of new accounts, maintaining an internal CRM, servicing client requests and working directly with Schwab on all accounts related issues.

The Administrative Assistant must exhibit extraordinary client service and multitasking skills and must be able to take the initiative and go above and beyond. Additional administrative duties such as setting up meetings, preparing daily deposits, occasional reception coverage and perform various administrative tasks are also part of the job. The Administrative Assistant is expected to collaborate with all team members in and outside of the department to support the broader needs of the team and the firm.

Duties and Responsibilities

• Prepare meeting grids and task assignments as well as Engagement and Fee Increase letters

• Set up and maintain files for clients

• Prepare daily deposits

• Prepare Schwab forms – Wires, Journal, applications, trade letters, etc.

upon request 

• Maintain the RedTail CRM system and ensure all client data is updated timely

• Assist Financial Planners with setup of new accounts

• Prepare 529 applications, keep records, of contributions; withdrawals; update Excel spreadsheet upon receipt of quarterly statements

• Assist team with document preparation, including editing, formatting and distribution of documents.

• Assist clients in doing transactions by phone on their Schwab accounts with the Schwab team

• Occasional screening of phone calls from clients providing requested documents or information, take messages or redirect to appropriate party

• Update of Compliance documents

• Correspondence and memos in proper format, proofread and mail upon request

• Reach out to clients to gather data as necessary

• Mailing client personal income tax, estate returns, trust returns to the gov’t certified mail. 

• Prepare and calculate quarterly distributions for clients, as requested, using Excel

• Occasionally receipt of Litigation forms – gather information and complete forms for clients

• Schedule and cancel meetings and appointments as requested

• Perform other duties upon request

Qualifications

• Bachelor’s Degree from an accredited college or university

• 3-5 years of Administrative Assistant experience required

• Financial Services experience preferred

• Proficiency with Microsoft Office Suite (Word, Excel), Zoom, Microsoft Outlook, and experience with CRM is desired 

• The ability to work well individually and with the team and a desire to work closely with other colleagues

• Excellent verbal and written communication skills; writing, proofreading, and editing skills

• Excellent customer service skills and a positive attitude are a must