Practice Operations Associate

Vista Wealth Solutions•Center Valley, PA

1d•Hybrid

About The Position

The Practice Operations Associate is the administrative engine of our team. This role is designed for a detail-obsessed professional who finds professional satisfaction in "sweating the small stuff" and ensuring the back-office runs like a well-oiled machine. You aren't just processing paperwork; you are managing the critical infrastructure that allows our advisors to deliver on their promises. As a natural service provider, you will provide the administrative stability and operational consistency needed to amplify advisor success and ensure our clients receive the "elite" level of service we promise them.

Requirements

2+ years of experience in a broker-dealer, wealth management, or financial services support role.
Prior experience as an Administrative Assistant or Client Service Associate is highly preferred.
Bachelor’s degree preferred, or equivalent industry experience.
Must be a US Citizen or permanent resident.
Familiarity with custodial platforms and industry-leading technology (e.g., Wealthscape, eMoney, Envestnet, or Hearsay Social).
Experience navigating CRM software (such as Salesforce or Advisor360) and document management tools.
Strong proficiency in Outlook, Excel, Teams, and OneNote.
Preferred (Series 7 and/or Series 63/65/66).
Unlicensed candidates must be willing to obtain required registrations if the role evolves into a Registered Practice Specialist position.

Nice To Haves

Prior experience as an Administrative Assistant or Client Service Associate is highly preferred.
FINRA Registration: Preferred (Series 7 and/or Series 63/65/66).
Unlicensed candidates must be willing to obtain required registrations if the role evolves into a Registered Practice Specialist position.

Responsibilities

Take full ownership of the administrative lifecycle, from processing insurance and investment applications to ensuring account documentation (ACATs, service requests) is complete and compliant.
Maintain the integrity of our CRM and broker-dealer systems through meticulous data entry and regular record audits.
Act as the "air-traffic controller" for advisor schedules, managing appointments and workflows to ensure a smooth, friction-free daily experience.
Serve as the primary administrative point of contact between advisors, clients, and industry partners to resolve outstanding requirements and move cases to completion.
Handle all logistics for client reviews, including material preparation, digital filing, and capturing live meeting notes for post-session debriefs.
Manage reception operations with a polished presence, greeting clients and directing communications in a manner that reflects the firm’s standards.
Approach all scenarios with a “how can I help improve this” mindset, consistently looking for ways to reduce friction in administrative tasks.