Administrative Assistant

Job Description

Job Description

Administrative Assistant

Location: Oak Brook, IL
Employment Type: Full-Time

About the Role

We’re looking for a highly organized and polished Administrative Assistant to help keep our growing financial services practice running smoothly. This role is central to our client experience and daily operations—supporting meeting coordination, client communications, transaction processing, and administrative tasks.

You’ll work closely with our advisors and clients, helping ensure every interaction is professional, organized, and efficient. If you enjoy building relationships, managing details, and keeping things moving in a fast-paced environment, we’d love to meet you.

Why You’ll Love Working Here

• Small but mighty team: Work closely with colleagues who collaborate and support one another.
• Client-centered work: Play a key role in creating a positive experience for our clients.
• Dynamic environment: No two days are exactly the same.
• Professional culture: We value integrity, professionalism, and strong client relationships.

What You’ll Do

• Manage the practice calendar
• Prepare materials for client meetings
• Draft and send client communications and follow-ups
• Build and maintain strong relationships with clients
• Attend client meetings, take notes, and coordinate follow-up tasks
• Prepare follow-up summaries and organize action items
• Assist with travel arrangements
• Coordinate with custodian account representatives to process client paperwork
• Provide general administrative and operational support to the team

What We’re Looking For

• 5+ years of administrative or office experience , ideally in financial services or a professional services environment
• Strong proficiency with Microsoft Office (Excel, Word, Outlook)
• Excellent communication, organization, and problem-solving skills
• Strong attention to detail and ability to manage multiple priorities
• Experience with financial platforms such as DST Vision, Pershing, or CRM systems like Salesforce is a plus
• Flexibility to work occasional overtime when needed

The Ideal Candidate

You are someone who:

• Enjoys working with people and building relationships
• Thrives in a fast-paced environment
• Takes pride in being organized and detail-oriented
• Anticipates needs and keeps things running smoothly

We are an expanding wealth advisory practice in Oak Brook, dedicated to crafting personalized investment strategies tailored to our clients' unique goals. Our firm emphasizes high-touch service, exceptional communication, and a supportive, mentorship-driven environment where team members are challenged and empowered to grow.

Company Description

We are an expanding wealth advisory practice in Oak Brook, dedicated to crafting personalized investment strategies tailored to our clients' unique goals. Our firm emphasizes high-touch service, exceptional communication, and a supportive, mentorship-driven environment where team members are challenged and empowered to grow.