Administrative Assistant – Wealth Management

Bank of Tampa•Tampa, FL

21h•Onsite

About The Position

BT Wealth Advisors is seeking a highly organized, proactive, relationship-oriented Administrative Assistant to support a high-performing wealth management team responsible for approximately $3.8 million in annual revenue, over 400 client households, and significant growth opportunities. The Administrative Assistant provides essential administrative and organizational support to advisors and team members within BT Wealth Advisors. This role focuses on scheduling, document preparation, data entry, and general office coordination to help ensure smooth daily operations. The ideal candidate is detail‑oriented, professional, and comfortable managing multiple routine tasks in a fast‑paced environment.

Requirements

2 years of administrative or office support experience
Strong organizational and communication skills
Proficiency with Microsoft Office Suite
Ability to manage multiple tasks and deadlines
Professional demeanor and strong interpersonal skills
Ability to maintain confidentiality

Nice To Haves

5 years of administrative support experience
Experience in financial services or professional services environments
Familiarity with CRM systems (Salesforce, Redtail, Wealthbox, or similar)
Basic understanding of office workflows and document handling

Responsibilities

Assist advisors with routine client service tasks and administrative follow‑up.
Prepare and send standard client communications as directed.
Support logistics for client events, educational seminars, and appreciation activities.
Handle basic client inquiries and route requests to the appropriate team member.
Prepare new client onboarding packets and required documentation.
Collect and organize client forms, signatures, and supporting materials.
Update CRM records and checklists during the onboarding process.
Schedule onboarding meetings and assist with document tracking.
Schedule client, prospect, and internal team meetings.
Maintain advisor calendars and update appointments as needed.
Prepare basic meeting materials, agendas, and supporting documents.
Coordinate travel arrangements when required.
Maintain accurate client contact information and household records.
Enter notes, interactions, and follow‑up items into CRM systems.
Assist with routine data updates and organization of electronic files.
Support basic reporting needs by pulling lists or updating fields.
Provide general administrative support to advisors and team members.
Assist with document preparation, scanning, filing, and organization.
Help coordinate office projects and administrative tasks as assigned.
Support event logistics, including invitations, RSVPs, and materials.
Track referrals and introductions in CRM.
Schedule prospect meetings and assist with follow‑up tasks.
Provide administrative support for marketing events and programs.
Maintain strict confidentiality of all client information.
Follow firm policies, procedures, and documentation standards.
Assist with routine compliance‑related administrative tasks as directed.