Administrative Assistant

Sanctuary Wealth • Chicago, IL

8d • Onsite

About The Position

Burnham Harbor Private Wealth is seeking an Administrative Assistant to provide dependable administrative, operational, scheduling, and office support for a growing advisory team. The role helps organize daily operations by assisting with new account openings and money movement, coordinating calendars, managing communications, preparing documents, maintaining records, and supporting team projects. The Administrative Assistant contributes to a professional, organized, and welcoming environment for clients, advisors, and team members. It is suited to someone who is coachable, detail-oriented, proactive, highly organized, and eager to learn in a fast-paced professional services setting.

The position is full-time and in person at the firm's LaSalle Street location in Chicago, Illinois. The firm is an independent, Chicago-based advisory firm founded in 2023 by experienced advisors. It provides customized planning and holistic services to successful individuals and multigenerational families, guided by Midwestern values of honesty, passion, respect, humility, and ingenuity.

Requirements

• 0–2 years of experience in administrative support, office coordination, reception, customer service, professional services, financial services, or a related environment.
• Coachable mindset and willingness to learn processes, take feedback, and grow within a wealth management practice.
• Strong written and verbal communication skills and a professional, polished presence.
• Excellent organizational skills, including the ability to manage calendars, documents, deadlines, and competing priorities.
• High attention to detail in preparing correspondence, maintaining records, entering data, and organizing files.
• Ability to handle 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.

Nice To Haves

• Current or recent experience within an RIA, wealth management firm, wirehouse, or other client-facing financial services organization is strongly preferred.
• 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.

Responsibilities

• Oversee day-to-day administrative tasks that help the office operate smoothly.
• Assist with new account openings, account maintenance paperwork, and money movement requests, including 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 team members with routine administrative requests and special projects.
• 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 professionally and in a friendly manner.
• Draft and organize routine emails, letters, memos, and internal communications.
• Track reminders, deadlines, and recurring administrative items to support timely follow-through.
• 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 to improve organization, communication, or office efficiency.

Benefits

• Medical, vision, and dental insurance (employer-covered benefits package; coverage percentage is not specified).
• 401(k) match.
• Paid time off.
• Paid holidays.
• Potential bonus opportunities.
• On-the-job training and professional development.
• A culture that values focus during the workday and balance after hours.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed