Wealth Management Administrative Assistant

Sanctuary Wealth Group LLC•Elk City, OK

18h•$48,000 - $60,000•Onsite

About The Position

This position is a client service and administrative support role. Primary responsibilities include scheduling, client meeting prep and support, account paperwork processing, and administrative office responsibilities. The role is client-facing (in-person meeting support and phone reception) and entails large amounts of ongoing operations-focused and administrative tasks.

Requirements

Confidentially – Trust is the hallmark of our industry and our personal practice. We have zero tolerance for the mishandling or unapproved sharing of information.
Open Communication - Strong interpersonal skills to clearly communicate with clients teammates, and leadership. Willingness to ask clarifying questions, share updates, and escalate concerns appropriately.
Organization - Ability to manage multiple priorities, track deadlines, and keep the advisors and team on top of critical tasks, all while handling constant interruptions.
Attention to Detail - Accuracy in data entry, paperwork processing, and client meeting preparation. A habit of double-checking work before completion.
High school diploma or equivalent; associate’s degree or coursework preferred.
1+ years of client service, administrative or receptionist experience preferred. Banking, insurance, or financial office exposure is a plus but not required.
Strong verbal and written communication and professional phone presence.
Comfortable with in-person client interaction and providing a polished, personal front-office experience.
Basic computer proficiency (Microsoft Office suite — Outlook, Word, Excel) and ability to learn and manage multiple systems.
Strong attention to detail, follow-through, and ability to maintain confidentiality.
Able to work on-site in Elk City.
Professional demeanor and aptitude for learning regulatory-sensitive work.

Responsibilities

Greet clients and prepare conference rooms for in-person client meetings
Answer inbound office calls; take messages and direct client requests to the appropriate colleague.
Schedule and confirm client appointments (phone and calendar management for advisors)
Collaborate on client communications: proofread emails, coordinate mailings, and assist with event logistics.
Prepare client meeting materials: collect documents, scan and file paperwork, and create meeting folders.
Process administrative paperwork: account service forms, beneficiary updates, check deposits, etc., under supervision.
Conduct tasks with strict attention to security, organization and confidentiality.
Support compliance and recordkeeping needs by following firm policies and escalation protocols.
Ensure the office is well supplied with all the supplies necessary to conduct business on a professional level.
Manage the phone and communications systems within the office behalf of the team.