Summary: Covenant Partners (CP) is a multi-family office boutique wealth management firm working with high-net-worth families. CP strives to deliver excellent service to our clients in a professional and collaborative team environment. The person who is hired for this position will be a proactive, enthusiastic, relationship-driven, detailed-oriented individual who will provide administrative support to the Investment Team and to the Advisors as needed. Specific duties will include but are not limited to preparing investment account documents for processing, keeping client accounts current and updated, coordinating withdrawals from various accounts, creating and/or editing emails to clients, answering the phone and being the backup to the front office coordinator.
I. Investment Team Support
· Prepare investment account documents, review for accuracy, obtain client approval, and submit for processing at direction of Portfolio Operations Manager and Portfolio Strategists.
· Organize and prepare new client onboarding documents.
· Data entry into portfolio management software and ongoing account settings maintenance.
· Download documents daily, distribute, and save on server with specific naming conventions.
· Collect tax forms and use tracking spreadsheet to send to specific clients and CPAs annually.
· Track and assist with obtaining information and sending charitable donations via securities and cash from investment accounts.
· Monitor general email inbox and disseminate messages to various team members.
· Assist with quarterly and annual client reporting and procedures as directed.
· Coordinate withdrawals frominvestment accounts.
II. General CP and Client Services Duties
· Back up to the Front Office Coordinator: includes answering the phone, managing the door, stocking the kitchen, keeping the conference room clean, ordering office supplies, providing IT support, etc.
· Assist Front Office Coordinator with annual delivery of client gifts at Thanksgiving.
· Assist with specific clients’ needs at direction of Advisors.
· Schedule, coordinate, and prepare presentations for an annual Board meeting of a specific client’s foundation.
· Prepare Excel charitable donation summary reports for various clients at direction of Advisors or Portfolio Operations Manager.
III. Administrative Duties
· Provide administrative assistance, such as writing and editing emails, answering the phone, preparing communications, and responding to clients on the Advisor’s behalf.
· If asked by the Advisors, assist with scheduling meetings and phone calls with clients and add to the company calendar and personal schedule as needed.
· Communicate with clients, vendors, and friends on behalf of the Advisors. This could include handwritten notes, emails, or phone calls.
· Coordinate travel arrangements for the Advisors both personal and business trips.
· Manage the licensing requirements for the Advisors.
· Performing administrative duties, including running errands as requested, which allow the Advisors to work more efficiently and effectively with the clients.
Qualifications
· Maturity, professionalism and high level of discretion and confidentiality are required.
· High School Diploma or equivalent required, some college preferred
· One to three years’ experience in an administrative role within the investment industry preferred –
· Brokerage firm experience preferred (i.e. Schwab, Fidelity, J.P. Morgan, etc.)
· Have knowledge of basic investment products and how they operate
· Strong computer skills: proficiency with MS Office: Word, Excel, Outlook are required. Tamarac experience a plus
· Possess strong written and verbal communication skills
· Have a high level of attention to detail
· Proactive, reliable, good time management skills, and ability to meet deadlines
· Strong problem-solving skills with confident decision making
