Administrative Assistant

Boston, MA

Posted: 10/09/2019 Employment Type: Direct Hire Industry: Job Number: 106684 Pay Rate: $49,000.00 - $50,000.00

A top investment firm in downtown Boston is seeking an Administrative Assistant to their client services department.  In this newly created role, you will have daily overview of client accounts and ensure prior day’ s processing was correct.  Recent college grads encouraged to apply!

  Account Maintenance


·         Daily overview of client accounts; ensure prior day’ s processing was correct

·         Review cash transactions posted

·         Monthly reconciliation of all accounts verifying cash and security tax lot positions against custodian records

·         Open new accounts – custodian documents/Middleton documents

·         Enter all incoming and outgoing securities on Middleton’ s portfolio accounting system (APL/UWP)

·         Monitor cash and money market balances on a weekly basis to ensure sufficient cash for upcoming distributions

·         Calculate and process RMD payments from IRAs on an annual basis

  Client Relations may include:


·         Process cash distributions – Check, Wire or ACH

·         Quarterly Reporting –
  • maintain client data base of who receives Middleton statements
  • supply Operations Manager with information necessary for billing
  • organize bills for mailing to outside custodian with copies to client
  • mail merge quarterly letter and/or review and outlook
  • prepare statements and all component parts for mailing
  • be sure all interested parties receive copies of statements

  • ·         Manage tax process, including coordinating with custodians and other parties to gather clients’ tax documentation, providing documents and information to clients/CPAs, communicating with clients/CPAs for tax planning, and maintaining the clients’ tax file. 

    ·         Process client’ s charitable gift giving and maintaining accurate record of gifts

    ·         Maintaining client paper files and electronic files

      Manager Relations


    ·         Be part of the Manager/Administrator Team

    ·         Working in conjunction with manager - meet with manager regularly to review upcoming projects

    ·         Client meeting preparation-PowerPoint

    ·         Prepare special reports as needed-Excel

    ·         Troubleshoot variances

    ·         Assist in prospect presentations-PowerPoint


    • Coordinate tax process for trusts, including tax payments, CPA/beneficiary communication, and maintenance of the fiduciary tax file
    • Process monthly and quarterly trust distributions; update distribution calculation worksheet on an annual basis
    • Manage annual and ongoing trust reporting, including the review of annual statements to be provided to beneficiaries 


    • Prior administrative experience
    • College degree
    • Proficient with MS Office
    About ACE Employment Services, Inc.: In 1989, ACE Employment Services, Inc. was founded to give companies in Massachusetts a personal and consultative approach to staffing. With a small internal staff and dedication, honestly and hard work we landed on the Boston Business Journal’ s Largest Temp Placement Firms in Massachusetts at #11. ACE Employment Services, Inc. is your partner for direct, temporary and temp-to-hire solutions. Learn more at
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