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Administrative Assistant – Wealth Management

Date: 9/28/2023
Location: Grand Rapids, MI

Legacy Trust, a private investment and wealth management firm located in downtown Grand Rapids, has a great opportunity for an Administrative Assistant to join our team of professionals dedicated to providing exceptional account administration and service to our clients.

Essential responsibilities include but are not limited to the following:
1. Manages the reception services for the office, including answering and redirecting phone calls and providing white glove service to all clients and visitors when arriving in person or when on the phone. Promptly and professionally greet and direct clients and visitors.
2. Manages office operations, including ordering and restocking office supplies and mail/package handling.
3. Coordinates account opening and closing processes, including assembling and organizing account info/documents and establishing legal documentation files.
4. Maintains records in CRM as necessary.
5. Maintains detailed account filing system for Original Agreement files, Future Appointment files, Safekeeping files and Trust files (both physical and electronic).
6. Researches and reviews account history as necessary.
7. Prepares remittances/wire transfers/bill paying and/or receipt transactions with proper transaction and tax codes.
8. Assists in preparation of confidential correspondence.
9. Develops familiarity with all aspects of account administration in order to assist other team members when necessary.
10. Assists Wealth Advisors with ensuring accounts are in compliance with regulations and Investment Policy Statements by using the Compliance Software.
11. Prepares Client Presentations.
12. Maintains records for Private Foundation clients and prepares reports for the designated Family Advisor and/or family member(s).
13. Provides administrative assistance to the sales team including maintenance of appointments scheduled.
14. Monitors office conference room calendars: ensuring that conference rooms are not double booked and working to correct meeting room conflicts if they arise.

Education and Experience:
• Associate Degree in Business Administration or equivalent work experience; Bachelor’s Degree preferred.
• One (1) to three (3) years of experience in administrative support.

Please send a resume and cover letter to:

As one of West Michigan’s “Best and Brightest Companies”, Legacy Trust prides itself on our organizational values as we provide an active, entrepreneurial team environment focused on our stakeholders, our employees, and our clients. Our comprehensive and competitive compensation and benefits programs include health, dental, disability and life insurance as well as a 401(k) plan, generous leave program and onsite fitness center.

Legacy Trust provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Legacy Trust and Your Right to Financial Privacy

At Legacy Trust we have established policies and practices that respect the financial privacy of all individuals who use our trust company. We believe it is critical to comply with the laws and regulations designed to secure your financial privacy. Your relationship with us as our client is very important to us, and we want you to understand our policies and practices about handling your information.

This Policy applies to you – This Policy applies to our relationships with individual clients who inquire about or obtain products or services from us for personal, family and household purposes.

Strict security measures – We take the security of information very seriously. We have established security standards and procedures to prevent access to client information. We maintain physical, electronic and procedural safeguards to guard client information.

Limited employee access – We have established procedures to limit employee access to information to only those employees with a business reason for accessing such information. We educate our employees about the importance of confidentiality and client privacy. We take appropriate disciplinary measures to enforce employee responsibilities regarding client information.

Why we collect information – We collect information about you to:

  • accurately identify you;
  • protect and administer your records, accounts and funds;
  • help us design or improve our products and services;
  • understand your financial needs;
  • save you time when you apply for new products and services; offer you quality products and services; and comply with certain laws and regulations;

We collect information – We collect and maintain your personal information so that we can provide investment management and other services to you. The types and categories of information that we collect and maintain about you include:

  • Information we receive from you to open an account or provide investment advice or other services to you (such as your home address, social security number, telephone, financial information and investment objectives).
  • Information that we generate to service your account or from our transactions with you (such as account statements and other financial information).
  • Information on your transactions with nonaffiliated third parties.

We have established procedures so that the financial information we collect is accurate, current and complete. We are committed to work with you to promptly correct any inaccurate information.

Our selective sharing of information – In order for us to provide investment management and other services to you, we do disclose your personal information in very limited instances, which include:

  • Disclosures to nonaffiliated companies as permitted by law, including those who help us service your account (such as providing account information to brokers and custodians).
  • Other limited disclosures as permitted by law, for example, required reports to government entities.

We do not share your information with third parties for marketing purposes. We do not sell your information.

Former clients – If you end your relationship with us, we will continue to adhere to the privacy policies and practices described in this notice.


Important Information About Procedures For Opening A New Account

To help the government fight the funding of terrorism and money laundering activities, Federal law requires all financial institutions to obtain, verify and record information that identifies each person who opens an account.

What this means for you: When you open an account, we will ask for your name, address, date of birth and other information that will allow us to identify you. We may also ask to see your driver’s license or other identifying documents.

We apologize for any inconvenience this may cause; however, federal law prohibits us from waiving these requirements.

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Do not send sensitive information over email. If you need to communicate sensitive information, please call us at 616.454.2852


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