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Description

Position Summary

The Administrative & Investment Assistant supports the CEO (a senior financial advisor and firm owner) and the Advisory Associate across a wide range of responsibilities, including executive support, family office services, investment operations, and client service. This role serves as a key liaison between the executive team, clients, custodians, and back office, ensuring smooth execution of both daily and strategic tasks. Reports to the CEO’s Advisory Associate.

Key Responsibilities

Family Office & Client Administration

+ Manage household payments (utilities, insurance, etc.) and monitor bank balances

+ Coordinate fund transfers, property taxes, and insurance procurement

+ Assist with personal/business banking needs and archive relevant documents

Financial Reconciliation & Reporting

+ Maintain Excel reconciliations for bank/credit accounts (bi-monthly)

+ Support budgeting and prepare annual financial reports

+ Reconcile AMEX cards and monitor payment accounts

Account Opening & Maintenance

+ Manage onboarding (NetX360/Pershing), documentation, and compliance coordination

+ Track and renew W-8 forms; update client records

Statement & Documentation Management

+ Print, reconcile, and distribute account statements and reports

Transfers & SLOAs

+ Process transfer requests (SLOA, ACH, checks), distributions, and follow-ups

Invoice & Billing Review

+ Track and review fiduciary invoices as needed

Alternative Investments

+ Coordinate subscription agreements, AML docs, capital calls, and online access

+ Conduct quarterly reviews and upload K-1s

Tax Coordination

+ Distribute tax documents to CPAs and process estimated tax payments

Addepar Reporting

+ Generate, reconcile, and distribute Addepar reports

Administrative Support

+ Manage CEO’s calendar, travel, events, and reimbursements

+ Assist with year-end events, holiday gifting, and monthly reconciliations

Client Correspondence

+ Prepare and send client communications and documentation

Requirements

• Proven experience in administrative assistance or a similar role and/or supporting a CEO/C-suite.

• Proficiency in answering and managing inbound calls with professionalism.

• Strong organizational skills and attention to detail.

• Industry experience is a plus in wealth management or financial services sector.

• Ability to perform accurate data entry and maintain records.

• Bilingual Spanish/English MUST.

• Ability to work with very senior level partners and clients.

• Excellent communication skills, both written and verbal.

• Competence in using office software and tools.

• Ability to multitask and prioritize tasks effectively in a fast-paced environment.

TalentMatch®

Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.

All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

• 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking “Apply Now,” you’re agreeing to Robert Half’s Terms of Use (https://www.roberthalf.com/us/en/terms) .