Administrative Assistant

Waverly Advisors’ primary goal is to serve our clients, one another, and our communities. We are your typical wealth management firm. Our intense client focus is at the center of everything we do. We go far beyond just managing our clients’ investments, offering truly in-depth financial planning. We set ourselves apart by actually living and acting on our guiding principle, ‘Serve.’

It is the reason we go to work every day.

In this role, you’ll be challenged to take on work that upholds our guiding principle and drives Waverly Advisors forward. We hope you’ll grow as a person and leader in your field and transform those around you as well.

We are looking to add an Administrative Assistant to our team in our Pensacola, Florida office. The Administrative Assistant will provide essential support to our advisors and executives while contributing to the overall efficiency of our operations. This role involves managing administrative tasks, ensuring smooth operations, and assisting with client service needs. The ideal candidate will have a passion for serving others, exhibit drive and initiative, possess a team mindset, and have a desire to positively impact others.

• Greet and welcome clients, visitors, and vendors in a professional and courteous manner, and serve as a primary point of contact for incoming phone calls, voicemails, and general inquiries.
• Provide broad administrative support including calendar management, scheduling appointments, coordinating meetings, preparing documents and correspondence, organizing reports, arranging travel as needed, and maintaining general office operations.
• Manage office supplies and equipment by monitoring inventory, placing orders, coordinating maintenance, and ensuring the workspace remains organized and functional.
• Provide comprehensive client service support, including processing account applications, custodial paperwork, advisory agreements, and money movements.
• Assist with meeting preparation by assembling presentation materials, printing and binding packets, and ensuring all required information is prepared for advisor use.
• Maintain accurate client documentation by updating records, obtaining signatures, processing forms, and securely filing digital and paper documents. Track all submissions to custodians and verify completion of requested work.
• Support Wealth Advisors in reviewing quarterly reports and invoices, scheduling quarterly reviews, and communicating trade needs tied to client money movement requests.
• Assist with new client onboarding by preparing required documents, entering data into systems, coordinating internal workflows, and ensuring a smooth, professional start to the client relationship.
• Maintain and update client-related information in SharePoint and Salesforce, including contact details, advisory agreements, notes, and correspondence.
• Support compliance initiatives through accurate documentation, record-keeping, and adherence to internal process requirements.
• Process annual client RMDs and help track money movement activity, ensuring timely communication among Advisors and Planners.

• High school diploma or GED.
• 5+ years of administrative experience.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• Attention to detail and a commitment to maintaining confidentiality.
• Ability to work independently and as part of a team in a dynamic environment.

• Little to no travel is required.

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.
• Must be able to access and navigate each department at the organization’s facilities.
• Comprehensive Health, Dental, and Vision coverage to support your overall well-being.
• 401(k) retirement plan with match and profit sharing to help you invest in your future.
• Twelve paid holidays each year.
• An extra vacation day during your birthday week—so you can celebrate you!
• Responsible Time Off Policy giving flexibility without annual PTO limits, while balancing team responsibilities and business needs.
• Paid sabbatical program:
  Enjoy four consecutive weeks of paid time off after seven years of service.
• Compensation commensurate with experience.

Waverly Advisors, LLC. is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, gender, genetic information, national origin, disability, uniform service, veteran status, age, or any other classification protected by federal, state, or local law.