Administrative Assistant

Position Overview
Legacy Investment Services is seeking a highly organized and proactive Administrative Assistant to support our growing financial advisory team.
This role will primarily focus on processing paperwork for client accounts, ensuring all client documentation is handled efficiently and accurately. You will also play a key role in answering client administrative questions and supporting the day-to-day operations of the firm.
As a family-owned business, we offer a flexible and collaborative work environment while maintaining high standards for service and execution.
This position goes beyond traditional administrative work. You will act as a central point of coordination for the office, helping manage day-to-day operations, supporting client relationships, and assisting advisors in a way that allows them to stay focused on planning and strategy.
We are looking for someone who thrives in a fast-paced environment, enjoys problem-solving, and takes pride in delivering a high level of service.
As our firm continues to grow, this role is designed to help streamline operations, free up advisor time, and enhance the overall client experience. By taking ownership of administrative processes and client support, you will play a key role in ensuring a smooth, efficient workflow while helping the firm scale.
Key ResponsibilitiesClient Account Paperwork
Process and maintain client account documentation including:
New account forms
Beneficiary designations
Insurance applications
Investment paperwork
Ensure all paperwork is accurate, complete, and submitted in a timely manner
Client Relationship & Administrative Support
Serve as a primary point of contact for client administrative needs
Answer questions related to accounts, paperwork, and requests
Maintain a high level of responsiveness and professionalism
Executive & Advisor Support
Act as a right-hand support to advisors
Help manage calendars, follow-ups, and client communication workflows
Ensure advisors are prepared for meetings and ongoing service needs
Keep priorities organized and moving forward
Operations Management
Help manage day-to-day office operations and internal workflows
Identify inefficiencies and suggest improvements
Ensure nothing falls through the cracks across client service and internal tasks
Organization & Compliance
Maintain accurate client records across systems
Ensure all documentation meets compliance standards
Business Growth Support
Assist with client events, marketing efforts, and community outreach
Support initiatives to attract and retain clients
Compensation & Incentives
This role is designed to grow with the firm and includes performance-based upside.
Performance Bonus (Stackable):
Year 1: $500 (based on firm revenue growth)
Year 2: $1,000
Year 3: $1,500
Referral Incentive
0.10% of assets under management for any new client assets personally referred
Paid after assets are funded and retained
Professional Development
Ongoing training and development opportunities
Ability to expand responsibilities over time
Long-Term Growth Opportunity
Clear path to increased responsibility, compensation, and leadership within the firm
Benefits & Work Environment
8 paid holidays
12 paid time off days per year (accrued monthly)
Flexible scheduling when needed, especially around events or personal obligations
Ability to take unpaid time off with approval
Family-owned firm with a collaborative, team-oriented environment
What You Bring
Strong organizational and time-management skills
High attention to detail, especially with client documentation
Excellent communication skills and a client-first mindset
Ability to take initiative and manage responsibilities independently
Comfort working in a fast-paced, evolving environment
Experience in financial services, insurance, or administrative roles is a plus
Familiarity with CRM or financial tools is a bonus
Why This Role is a Strong Opportunity
This is not a back-office role. You will be directly involved in client experience, advisor support, and the overall success of the firm. We are looking for Star Players who bring new ideas and want to become part of a growing firm and help families in the local area and the US.
As the firm grows, this position can evolve into a larger operational or leadership role for the right person.
To Apply:
Please send your resume and a cover letter detailing your experience and how you can contribute to the firm’s success to:
[email protected]