Responsibilities:
- Calendar management: Manage and optimize complex business and personal calendars, balancing client meetings, prospect pitches, and internal operational blocks across all US time zones.
- Gatekeeping: Proactively protect the Advisor’s time by screening scheduling requests, resolving conflicts, and prioritizing urgent matters.
- Meeting logistics: Coordinate high-touch meeting logistics, including preparing client agendas, confirming tech setups (Zoom/Teams), and arranging luxury dining and meeting venues.
- Money movement: Coordinate and track high-priority, secure money movement requests (e.g., fed wires, ACH setups, capital calls, and journaling) across multiple institutional custodian platforms (e.g., Schwab, Fidelity, Pershing).
- Custodian paperwork: Assist with the preparation, routing, and tracking of critical client paperwork, monitoring pending forms to ensure seamless execution.
- Compliance alignment: Ensure all documentation and money movement requests strictly align with internal compliance frameworks and fraud-prevention verification policies.
- Charitable trust administration: Assist in the administrative oversight of specialized client structures, including Charitable Remainder/Lead Trusts (CRTs/CLTs) and Donor-Advised Funds (DAFs).
- Gifting coordination: Coordinate seasonal or recurring gifting schedules, ensuring smooth routing of security donations or cash grants to designated charities.
- Advisor and COI support: Partner with the Advisor to compile relevant trust documentation and reports for clients’ CPAs and tax attorneys.
- CRM management: Maintain absolute data integrity within Redtail CRM and the Orion ecosystem by logging detailed client notes, managing workflows, tracking tasks, and keeping client profiles pristine.
- Reporting readiness: Leverage Orion for reporting readiness, ensuring client information matches seamlessly across the tech stack and custodian records.
- Travel coordination: Plan and execute seamless, end-to-end luxury travel arrangements, including flights, five-star accommodations, ground transit, and dining reservations.
- Itinerary development: Produce detailed, minute-by-minute travel itineraries that account for multiple time zones, meeting locations, and personal client preferences.
Qualifications:
- Executive support experience: 5+ years supporting C-level executives or advisory founders. Experience in wealth management, private banking, or family offices is highly preferred.
- CRM and wealthtech mastery: Hands-on, demonstrable experience navigating Redtail and Orion to track client activity and drive internal workflows.
- Multi-custodian operational acumen: Comfort and experience handling the paperwork, security verification protocols, and digital portals required for institutional-grade money movement on Fidelity, Schwab, and possibly LPL platforms.
- UHNW structure familiarity: A solid baseline understanding of advanced wealth-planning structures, specifically charitable trusts and gifting mechanisms.
- National coverage flexibility: Ability to dynamically manage schedules and tasks across Eastern, Central, Mountain, and Pacific time zones.
- Discretion: An absolute, unwavering commitment to maintaining strict confidentiality regarding client net worth, personal details, and proprietary business data.
- Communication: Exceptional verbal and written communication skills, with the ability to engage credibly with ultra-affluent individuals, family offices, and center-of-influence (COI) partners such as CPAs.
Compensation & Logistics:
- Rate: [TBD] per hour, commensurate with experience and qualifications.
- Commitment: 10–20 hours per week, with potential to scale.
- Employment type: Fractional / Contract
- Location: Remote / Virtual. US-based national coverage required; East Coast time zone availability preferred.
- Reporting structure: Reports directly to the Advisor
- Start date: [TBD]
- To apply: Go to Open Positions – 5FT View Consulting to apply, and specify your availability for On-Site, Hybrid, or Remote work, your desired compensation, and your interest in Fractional or Interim engagement or Direct Placement, in your cover letter.
Interested candidates should submit a resume or CV along with a cover letter that specifically addresses experience supporting senior financial advisors or executives in a wealth management, private banking, or family office setting, along with your familiarity with Redtail and Orion. All inquiries will be held in strict confidence.
This search is managed exclusively by 5FT View Consulting. The hiring organization is not identified at this stage and will be disclosed to shortlisted candidates under NDA.
