Private Wealth Administrative Officer

RWA Wealth Partners LLC•Newton, MA

11d

About The Position

The Private Wealth Administrative Officer plays a critical role on the business administration team, supporting the Private Wealth group by delivering high touch operational and client service support. This role serves as a key point of coordination across client onboarding, account maintenance, documentation, and custodian interactions, ensuring a seamless client experience from start to finish. The ideal candidate brings a strong commitment to white glove client service and exceptional attention to detail. As a member of the team, this individual partners closely with client officers and internal stakeholders to manage day‑to‑day client administrative needs and help maintain RWA’s high standards of service and operational excellence.

Requirements

Minimum of 3 years of experience in administrative, client service, or operations support within an RIA, wealth management firm, or similar financial services environment.
Hands‑on experience with client onboarding and account transfers, including preparation, submission, and tracking of required documentation.
Proficiency in Microsoft Excel and other Microsoft Office applications (Word, Outlook), with the ability to manage data, track workflows, and maintain accurate records.
Experience using DocuSign, including document preparation, envelope management, and tracking execution.
Familiarity with major custodians, preferably Fidelity and Charles Schwab, including account opening, transfer, and maintenance processes.
Experience with CRM systems, with Salesforce preferred.
Highly organized and detail‑oriented, with a proactive approach to managing multiple priorities and deadlines.
Strong customer service mindset, with the ability to respond professionally and solution‑oriented to internal and client requests.
Comfortable learning and navigating new systems, tools, and processes in a fast‑paced environment.
Dependable and professional, with the ability to handle sensitive and confidential information with discretion.

Responsibilities

Prepare, review, and file internal firm documentation, including Investment Management Agreements (IMAs), Advisory Services Agreements (ASAs), and Schedule Change Letters, ensuring accuracy, compliance, and timely processing.
Complete, submit, and track custodian documentation for account openings, transfers, and ongoing maintenance, ensuring all paperwork meets custodian requirements and is processed through completion.
Process ongoing account updates such as beneficiary designations, Powers of Attorney (POA) additions/removals, trustee updates, and other administrative modifications.
Manage ad hoc documentation requests including account applications, account transfer forms, standing instructions, and other client specific forms with accuracy and responsiveness.
Draft and process Schedule Change Letters related to fees, investment objectives, or administrative updates.
Monitor and resolve NIGO (Not In Good Order) items and service messages related to onboarding, transfers, and maintenance cases.
Track account opening, funding, transfers, and asset movement; perform basic reconciliations to ensure records align with custodian data.
Process contact preference updates (address, email, phone) to maintain accurate, compliant client records.
Manage and maintain Salesforce case workflows, ensuring case status remains current, tasks are updated in a timely manner and case notes are accurate to support efficient processing and status visibility.
Generate, distribute, and file client documents using DocuSign CLM and eSignature, ensuring proper execution, integrity, organization, and retention.