Investment Operations Assistant

About the role

The Investment Operations Assistant at State Bank is responsible for providing administrative, operational, and client service support to Investment Advisors, Trust Advisors, and Wealth Management leadership. This position assists with brokerage and trust account administration, transaction processing, client communications, documentation, and compliance support to ensure accurate operations and a high level of service to Wealth Management clients.

Responsibilities

• Client Service & Communication:
  • Interact daily with clients by processing service requests and responding to basic inquiries in a timely and professional manner
  • Proactively communicate with clients through various communication methods to provide account updates and status information
  • Coincide follow-up actions with advisors after client meetings to ensure timely completion
• Investment & Account Operations:
  • Aid with opening, maintaining, and servicing brokerage and trust accounts
  • Coordinate account transfers and obtain cost basis information for incoming assets
  • Execute equity, fixed income, mutual fund, and annuity transactions under advisor direction
  • Review daily transaction reports to verify accuracy of investment activity
  • Monitor client account activity, including dollar cost averaging and systematic withdrawal programs
  • Verify cash balances and generate monthly available cash reports
• Documentation & Reporting:
  • Prepare balance sheets, investment allocation summaries, agendas, charts, graphs, and client meeting materials
  • Maintain accurate and up-to-date client files in CRM, billing, and reporting systems
  • Prepare fee invoices and monthly fee billing summaries
  • Coincide approvals and processing of client fees
• Advisor & Team Support:
  • Schedule client, advisor, and internal team meetings
  • Prepare meeting materials for annual, quarterly, and ad-hoc client reviews
  • Track project and account workflow and keep advisors informed of progress
  • Maintain client referral program processes and provide required advisor support
  • Support portfolio accounting and performance reporting platforms (e.g., Black Diamond, Certeza, or similar systems)
  • Coincide mailings, process incoming mail, and maintain office documentation
• Compliance & Risk Management:
  • Support compliance with regulatory requirements including CRA, BSA, and other applicable regulations
  • Aid with audit preparation and maintenance of regulatory documentation
  • Ensure client records and system data are accurate, complete, and audit-ready
  • Monitor continuing education requirements

Qualifications

• Strong oral and written communication skills
• High degree of confidentiality and discretion when handling sensitive client and Bank information
• Strong organizational skills with attention to detail and accuracy
• Ability to manage multiple priorities and meet deadlines
• Strong follow-up and follow-through capabilities
• Ability to exercise sound judgment, recognize urgency, and prioritize work effectively
• Basic to intermediate computer skills, including CRM and financial systems
• Ability to work independently as well as collaboratively in a team environment
• Professional demeanor, appearance, and interpersonal skills