Commonwealth Financial Network

Administration Specialist

Job Locations US-MA-Waltham
Job ID
# of Openings


Commonwealth’s Virtual Administration team is a group of focused, highly organized, service-minded problem solvers who will work directly with Commonwealth’s independent financial advisors and their staff. This team will provide middle office support functions, such as document preparation and submission, new accounts opening, CRM management, and financial deposits/transfers processing. As a founding member of this new team, you will help build a robust new service arm that supports the day-to-day activities of participating advisors’ offices.


As an administration specialist, you will be responsible for understanding various Commonwealth operational systems and helping advisors’ offices utilize them through effective communications—and by embracing our Anything but Common® culture and community. As a member of this team, you will build strong, trusting relationships with our financial advisors and their staff by using your industry knowledge and critical thinking to provide indispensable support and streamline procedures.


Key responsibilities

  • Working as a virtual member of advisors’ offices, providing administrative support and coordination with other Commonwealth departments on various tasks
  • Using Commonwealth’s CRM platform to enter client data, create and distribute reports and mail merges, prepare materials for client meetings and calls, and create workflows to assign and track office procedures
  • Preparing and submitting documentation through Commonwealth’s various technological platforms
  • Creating and maintaining accounts and explaining document requirements for various account actions
  • Submitting disbursement requests, following up on check deposits, and working with partner departments to resolve issues
  • Researching subjects such as client gifts, client events, and vendors, then providing the advisor’s office with pros and cons for various options
  • Monitoring alerts and action items required from an advisor’s office and proactively reaching out to advisors on time-sensitive activities
  • Building relationships with our financial advisors and their staff by consistently providing the highest level of customer service
  • Assuming ownership of inquiries and seeing them through to a timely resolution
  • Collaborating with various internal Operations teams across the firm to research and resolve complex issues

Core strengths

  • Outstanding interpersonal skills with the ability to build and foster relationships
  • A passion for providing indispensable customer service
  • Detail-oriented approach to task execution
  • Superior problem-solving skills
  • Ability to learn, understand, and apply new information quickly
  • Ability to communicate complex information clearly and simply
  • Strong prioritization and time-management skills
  • Fiercely intuitive thinker with the ability to piece together multiple concepts to resolve complex problems
  • Highly refined organizational skills, with the aptitude to use multiple systems, listen actively, and communicate at the same time
  • Consistently positive attitude with a strong desire to help others
  • A desire to help forge the way, and support changes as necessary, as a part of a new department

Additional skills and knowledge

  • 2 years of experience working with a financial advisory firm preferred
  • Highly proficient in Microsoft Word, Excel, and Outlook
  • Experience with CRM applications preferred
  • Experience working in a virtual/remote capacity preferred

Have we piqued your curiosity? Can you see yourself thriving in this opportunity? Let’s introduce ourselves. 


About Commonwealth—and Our Anything but Common® Culture 


Commonwealth Financial Network® is the largest privately held Registered Investment Adviser–independent broker/dealer in the U.S., with offices in Waltham, Massachusetts, and San Diego, California. Since 1979, we’ve been delivering indispensable service to independent financial professionals so they, in turn, can put their clients first. Our technology, research, resources, and support—plus a variety of affiliation models—deliver what today’s independent advisors need to thrive. 


That being said, we are a financial services company with a unique mission—one that encompasses purpose, vision, and core values in equal measure. Staying true to these guiding principles is the reason we are recognized so often and by so many for the quality of life we enjoy here. We believe it directly translates to a better experience for everyone: employees, advisors, clients, and our communities. 


Creating a supportive culture where everyone can thrive is a mission we take seriously. From professional development to comprehensive benefits, grassroots leadership opportunities, generous bonus and stock option incentive plans, opportunities to unwind and connect, and so much more, Commonwealth is not just a great place to work—it’s a place that, for many, feels like home. 


We care about your online safety as a prospective employee and encourage you to exercise caution when responding to job postings online. Commonwealth Financial Network® will never ask potential hiring candidates to pay or transfer funds as a precondition of interviews or employment, nor will we authorize recruiters or agents to do so on our behalf.


Commonwealth Financial Network is an equal opportunity employer that is committed to a diverse workforce.


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