Administrative Assistant

Shufro Rose, an independent wealth management firm established in 1938, is looking for a hard-working, committed administrative and clerical assistant to work directly with one of our Advisory teams. Their primary role will be to sup-port the Advisory team with administrative tasks required to establish and maintain client relationships. This role is currently functioning in a hybrid capacity with workdays in the midtown Manhattan office and remote. The number of days required in the midtown Manhattan office is subject to change as circumstances evolve.

CNBC named Shufro Rose one of the top 100 financial advisory firms of 2021.

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Key Responsibilities

Client-Facing Tasks:

o Serve as the first point of contact for client inquiries, phone calls, and emails, directing them to the appropriate team member when necessary.

o Coordinate and schedule client meetings, calls, and follow-ups.

o Assist with client onboarding by gathering necessary documents, prepping documentation.

o Support clients with enrollment and troubleshooting of platforms such as Fidelity, e-delivery, and client portals.

o Notify clients regarding account activities, such as deposits, confirmations, and document submissions.

o Handle money movement requests, including obtaining authorizations, preparing paperwork, and submit-ting requests via appropriate platforms.

o Facilitate client follow-ups, ensuring timely responses within 24 hours.

o Assist with sending group-wide communications, such as quarterly commentaries or updates.

Administrative Tasks:

o Maintain team calendars, preventing conflicts and ensuring efficient scheduling.

o Manage the team inbox, monitor and archive correspondence, and coordinate mailings.

o Oversee file management and ensure accurate organization of digital and physical files.

o Prepare daily, weekly, and ad hoc reports, ensuring accurate and timely delivery.

o Assist in the preparation of materials for client meetings, such as reports, presentations, and meeting summaries.

o Manage CRM system by adding new leads, clients and other vital individuals’ contact information and maintaining current contact information. Also, use a CRM system for meeting tracking and activity reporting

o Handle expense reporting, travel arrangements, if need be.

o Ownership meeting internal logistics (e.g., booking rooms and ordering lunches).

o Manage compliance-related records and document retention.

o Support internal audit processes for account maintenance, fees, and other operational tasks.

o Act as a backup for other administrative assistants during out-of-office days.

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Qualifications:

Required:

o Entry-level candidates eager to grow within the role over 2–3 years.

o Strong communication and interpersonal skills with a professional demeanor.

o Exceptional organizational abilities and attention to detail.

o Proficiency in Microsoft Office applications and CRM systems.

o Technological aptitude and the ability to learn new tools.

o Ability to work well under time pressure and work independently but can also determine when it is appropriate to escalate an issue

o Practical problem-solving skills, ability to be resourceful in finding solutions

o Forward-thinking, proactive approach to managing tasks and responsibilities.

Preferred:

o Bachelor's degree

o Familiarity with the financial services industry and experience in administrative roles.

o Team-oriented approach. As the Administrative Assistant you will be an important member of the team providing administrative support services to a team of six

o Prior exposure to custodial platforms (e.g., Fidelity, Schwab) and workflow systems (e.g., Laserfiche).

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 Compensation Compensation will be commensurate with experience and tailored to industry standards within the wealth management sector.

Note: This position does not involve financial advisory responsibilities but plays a vital role in supporting the client service team.

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