Virtual Assistant for Financial Advisors
Advisors grow by spending time with clients and prospects. What gets in the way is the operational load around each meeting: scheduling, preparing documents, chasing paperwork, logging notes and following up. A financial advisor virtual assistant handles that work so you can serve more households without hiring another full-time staff member.
What a financial advisor VA takes on
- Calendar and meeting prep: booking reviews, sending agendas and reminders, assembling the meeting packet from your templates.
- CRM upkeep: logging notes you dictate, updating households and tasks, keeping service workflows moving.
- Client onboarding paperwork: preparing forms from your templates, sending them for e-signature, tracking what is outstanding.
- Service requests: address changes, document requests and routine paperwork prepared for your or your operations team's review.
- Prospect follow-up: seminar and webinar registrations, follow-up sequences you have approved, booking discovery calls.
- Practice admin: inbox, expenses, vendor contact and the weekly to-do list.
The bright line
A VA does not give investment, tax or financial advice, place trades or move money. They do not communicate anything to clients that your compliance process has not approved. Your firm's compliance requirements, including what may be sent and how records are kept, are agreed with you before any work starts, and your VA works only inside your systems.
Tools advisor VAs work in
- CRM: Redtail, Wealthbox, Salesforce Financial Services Cloud
- Scheduling and e-signature: Calendly, DocuSign
- Planning and portal tools: data entry and report preparation in tools you grant, such as eMoney or RightCapital, for your review
Where to start
- Scheduling for annual reviews
- Meeting packet preparation
- CRM note logging after each meeting
- Onboarding paperwork tracking
Finance virtual assistant or financial advisor VA?
People search for a finance virtual assistant when they mean several different things. Choose the title that matches the work.
| If you need | Look at |
|---|---|
| Client meeting prep, CRM notes, paperwork chasing | A financial advisor VA (this page) |
| Bills, invoices, receipts and payroll inputs for any business | A finance virtual assistant |
| Invoices, bank coding, reconciliations | A bookkeeping virtual assistant |
| Client document chasing for a practice | An accountant virtual assistant |
| Loan files and lender follow-up | A mortgage virtual assistant |
Advisor admin by market
| Market | Regulator | Common tools |
|---|---|---|
| US | SEC, FINRA and states | Redtail, Wealthbox, Orion |
| Canada | CIRO and provincial regulators | Salesforce, Croesus |
| Australia | ASIC | Xplan, Midwinter |
| New Zealand | FMA | Xplan, Salesforce |
| Europe | National regulators under MiFID II | Local CRM systems |
| UK | FCA | Intelliflo, Xplan |
The VA never gives advice, recommends a product or places a trade. Ask your compliance lead what can be delegated, what must be recorded, and how client data can be accessed before any work starts.
Not sure it pays? Use our free virtual assistant cost calculator to compare a local hire with a flat monthly plan.
Virtual assistant services for financial advisors and planners
| When | What your VA prepares |
|---|---|
| Before the review meeting | Meeting pack, updated statements, agenda and the client's open items |
| After the meeting | Notes from your dictation logged in the CRM, follow-up email drafted for you, tasks set |
| Paperwork | Account opening and transfer forms pre-filled for your check, chased until they're in good order |
| Through the year | Review scheduling, birthday and milestone reminders, newsletter and seminar admin |
CRMs we match on include Redtail, Wealthbox and Salesforce Financial Services Cloud in the US, and Intelliflo and Xplan in the UK and Australia.
Wealth management virtual assistant: admin that respects compliance
Your VA uses your firm's email and systems, so communications stay archived and supervised, and never uses personal channels with your clients. Recommendations, trading and anything a regulator treats as advice stay with you.
Why a financial planner needs a virtual assistant
A planner's capacity is set by meetings, and meetings are set by the admin around them. When a VA prepares every pack, logs every note and chases every form, you can see more households, or the same households with more care, without hiring a full-time paraplanner first.
Pricing
Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) or AI Manager $2,599/mo (full-time, AI-fluent). Every plan: free shortlist of 2–3 VAs in 72 hours, $0 recruitment fee, pay only once your VA starts, month-to-month, 30-day replacement. See pricing.
FAQ
Can a VA talk to my clients? Yes, for scheduling, reminders and paperwork follow-up, using approved templates. Anything advice-related stays with you.
How is compliance handled? Your firm's rules come first. We agree what the VA may send, which systems they use and how communications are archived before work begins. If your broker-dealer or RIA has specific requirements for outside staff, raise them in your request.
Can a VA work in Redtail or Wealthbox? Yes. We match on your CRM and you set the permissions.
What if the fit isn't right? Tell us within 30 days and we replace your VA at no cost.
Can a virtual assistant talk to my clients about investments? No. They handle scheduling, paperwork and service requests. Advice stays with you.
Can a VA work in Redtail or Wealthbox? Yes. We match VAs to your CRM and you set their permissions.
Get a free VA shortlist in 72 hours.
Tell us what you need. We send 2–3 hand-picked, vetted VAs to interview. $0 recruitment fee, and you pay nothing until your VA starts. Essentials $899/mo, Executive $1,599/mo, AI Manager $2,599/mo, month-to-month.