Administrative Assistant – Wealth Management in Tampa, Florida at Bank of Tampa

Position Overview

BT Wealth Advisors is seeking a highly organized, proactive, relationship-oriented Administrative Assistant to support a high-performing wealth management team responsible for approximately $3.8 million in annual revenue, over 400 client households, and significant growth opportunities.

The Administrative Assistant provides essential administrative and organizational support to advisors and team members within BT Wealth Advisors. This role focuses on scheduling, document preparation, data entry, and general office coordination to help ensure smooth daily operations. The ideal candidate is detail‑oriented, professional, and comfortable managing multiple routine tasks in a fast‑paced environment.

Primary Duties & Responsibilities

Client Service Support

• Assist advisors with routine client service tasks and administrative follow‑up.
• Prepare and send standard client communications as directed.
• Support logistics for client events, educational seminars, and appreciation activities.
• Handle basic client inquiries and route requests to the appropriate team member.

Onboarding & Account Administration

• Prepare new client onboarding packets and required documentation.
• Collect and organize client forms, signatures, and supporting materials.
• Update CRM records and checklists during the onboarding process.
• Schedule onboarding meetings and assist with document tracking.

Meeting & Calendar Coordination

• Schedule client, prospect, and internal team meetings.
• Maintain advisor calendars and update appointments as needed.
• Prepare basic meeting materials, agendas, and supporting documents.
• Coordinate travel arrangements when required.

CRM & Data Entry

• Maintain accurate client contact information and household records.
• Enter notes, interactions, and follow‑up items into CRM systems.
• Assist with routine data updates and organization of electronic files.
• Support basic reporting needs by pulling lists or updating fields.

Administrative & Office Support

• Provide general administrative support to advisors and team members.
• Assist with document preparation, scanning, filing, and organization.
• Help coordinate office projects and administrative tasks as assigned.
• Support event logistics, including invitations, RSVPs, and materials.

Referral & Prospect Support

• Track referrals and introductions in CRM.
• Schedule prospect meetings and assist with follow‑up tasks.
• Provide administrative support for marketing events and programs.

Compliance & Confidentiality

• Maintain strict confidentiality of all client information.
• Follow firm policies, procedures, and documentation standards.
• Assist with routine compliance‑related administrative tasks as directed.

Success Metrics

• Accuracy and timeliness of administrative tasks
• Quality and completeness of meeting preparation
• Responsiveness to advisor requests
• CRM data accuracy and organization
• Reliability and consistency in daily support activities

Minimum Qualifications

• 2 years of administrative or office support experience
• Strong organizational and communication skills
• Proficiency with Microsoft Office Suite
• Ability to manage multiple tasks and deadlines
• Professional demeanor and strong interpersonal skills
• Ability to maintain confidentiality

Preferred Qualifications

• 5 years of administrative support experience
• Experience in financial services or professional services environments
• Familiarity with CRM systems (Salesforce, Redtail, Wealthbox, or similar)
• Basic understanding of office workflows and document handling

Attributes for Success

• Organized and detail‑focused
• Professional and dependable
• Team‑oriented
• Comfortable supporting multiple individuals
• Calm and steady under pressure

Our Way

Preserve and enhance our culture in which the values of honesty, integrity, confidentiality, trust and respect are the underlying principles by which we work

Make a meaningful difference in our community through our service and financial support

Maintain a safe and sound institution that operates in conformity with the spirit as well as the letter of all applicable laws, rules and regulations, and maintain open and forthright communication with our regulators

Benefits

You will have the opportunity to participate, subject to the terms and conditions of the respective plans, in a comprehensive package of benefits. As a highlight: