Virtual assistants for financial advisors & wealth firms

The assistant handles client service admin: paperwork preparation, NIGO chasing, custodian follow-up, review scheduling, meeting prep and notes, CRM workflows, seasonal campaign touches and milestone cards. It never gives investment, tax or insurance advice, never discusses performance or recommends a product, never executes a transaction and never moves money. Those requests are captured and routed to your licensed staff, with the client told exactly who will call them back.

Yes. We work inside your CRM through a seat you control, following your household structure, workflows, tags and note conventions so records look like your team wrote them. Redtail, Wealthbox, Salesforce Financial Services Cloud, Practifi and AdvisorEngine are common on our advisor desks. Onboarding covers your custodian portals, DocuSign templates and document management system, and access is revoked the same day if a desk changes.

Assistants are employed staff of the group, background checked and under NDA, working on managed devices with MFA, no local storage and monitored access, under the access controls in your written information security program. Client data stays in your CRM, custodian portals, document system and archived email; nothing is exported. We sign your vendor due-diligence questionnaire and data protection addendum, and we never claim a certification we do not hold.

Yes, because they run through your systems. The assistant uses an email address on your domain captured by your archiving tool, your firm's phone system with recording notices, and your CRM for notes. Text messaging to clients happens only through your supervised texting platform, never a personal phone. Your compliance officer sees everything the assistant sends, and templates for letters and campaign touches are pre-approved before use.

Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For orientation, published managed offshore assistant rates run about $7 to $15 an hour (Wishup and VantaStaff pricing roundups, 2026), while an in-house client service associate is a salaried hire plus benefits and licensing costs. Most firms start with 1 full-time client service administrator covering 2 to 4 advisors, then add a scheduling or CRM desk as households grow.

Clients hear your firm's name, your greeting and a person who knows the household from the CRM. The assistant is introduced as part of your client service team, uses your email domain and your phone system, and works the same households every day. We match accent and pace to your client base during the 72-hour match, and every assistant passes an English and phone assessment. Many firms name the assistant in the client welcome letter.

With a script your compliance officer approves. The assistant acknowledges the request, explains that a licensed member of the team will handle it, captures the details in the CRM and routes it to the advisor or operations staff with a same-day callback commitment. Money movement follows your verification policy, including callbacks by licensed staff to a number on file to prevent fraud. The assistant never confirms, denies or discusses account details beyond what your script allows.

Yes. Seasonal load is planned at the weekly review: tax-document reminders and 1099 questions from February to April, RMD checklists and beneficiary reviews in the fall, open enrollment and year-end gifting touches in the final quarter. The backup can be scheduled for additional hours during peaks, and a second assistant can be added for a fixed period. All touches use templates your compliance officer has approved, sent through archived channels.