Virtual Assistant for Financial Advisors​

Client service and calendar control

Your VA orchestrates the moving parts that cause calendar drift and client frustration, so your week runs on rails.

• Schedules review meetings, discovery calls, annual check-ins, and reschedules.
• Triages inboxes, routes client requests, and drafts replies for your approval.
• Maintains reminder workflows for paperwork, signatures, and meeting prep
• Coordinates webinars, seminars, and client appreciation events

CRM hygiene and meeting prep

Your VA maintains CRM accuracy so follow-ups happen, notes are retrievable, and nothing slips during busy periods.

• Updates contact records, meeting notes, tasks, and follow-up sequences
• Builds meeting prep packs: agenda, prior notes, open action items, key dates
• Drafts post-meeting recap emails and converts decisions into tasks and deadlines
• Standardizes file naming, folders, and client document checklists

Compliance and documentation for RIAs and broker-dealers

Most “compliance problems” start as documentation problems. Your VA enforces audit-readiness by maintaining the books and records your firm relies on for review and supervision. They act as a documentation layer, ensuring client interactions and required disclosures are tracked in a consistent system.

Recordkeeping, audit readiness, and approvals

• Maintains client file completeness checklists and documentation standards
• Organizes signed forms, disclosures, meeting notes, and correspondence
• Reconciles outstanding items and escalates missing documentation
• Prepares retrieval paths and folder structures so audits do not become fire drills

Disclosure distribution and ongoing compliance hygiene

Your VA standardizes how required documents move through your client service workflow.

• Coordinates distribution and tracking for Form ADV Part 2 and Form CRS based on your internal process
• Maintains approval steps for client communications that require review
• Logs workflow completion inside your CRM for internal supervision

Streamline client onboarding with KYC and AML-friendly workflows

Onboarding is where firms lose time and introduce mistakes. Your VA manages the high-touch document collection process, moving prospects through the funnel without manual advisor intervention, while keeping onboarding steps traceable.

• Sends onboarding checklists and tracks completion status
• Coordinates secure document collection aligned with your process
• Manages e-signature requests and follows up on missing items
• Provisions portal access and provides basic “how-to” guidance
• Logs onboarding milestones in the CRM so the process is visible at a glance

Paraplanning lite and meeting readiness

Your VA can run paraplanning lite tasks that keep planning work moving, without crossing into advice or recommendations.

• Gathers required data for plan preparation and organizes inputs for your review.
• Prepares meeting materials, summaries, and action-item trackers
• Maintains client updates and documentation routines between reviews

Pipeline execution for advisory firms

You do not need more ideas. You need consistent execution. Your VA executes the repetitive outreach and follow-up tasks that fuel your pipeline, while you stay focused on client conversations and conversions.

• Builds prospect lists using tools like LinkedIn Sales Navigator and logs activity in the CRM
• Maintains referral follow-up workflows and client thank-you sequences
• Coordinates webinars and events: invites, reminders, attendance tracking, follow-up sequences
• Produces newsletter execution: formatting, scheduling, list hygiene, and segmentation (with your approvals)