Client Service Associate

Description

Our client is a well-established boutique financial advisory practice with over 30 years of experience guiding clients through retirement, investment, tax, and estate planning. The firm is known for its high-touch, personalized service and is seeking an experienced, professional Client Service Associate / Administrative Assistant to provide administrative support to a senior executive and help maintain efficient operations and exceptional client service standards.

Key Responsibilities

• Serve as the primary point of contact for clients, prospects, and external partners
• Manage inbound and outbound communications (phone, email, and in-person)
• Ensure timely, professional responses
• Manage the executives calendar
• Schedule, coordinate, and prioritize meetings with clients and internal team members
• Prepare for meetings
• Compile materials, send reminders, and coordinate logistics (in-person and virtual)
• Post-meeting follow-up
• Transcribe notes and action items
• Track deadlines and deliverables
• Ensure tasks are assigned and completed
• Coordinate travel and event logistics as needed
• Support and improve practice operations
• Identify opportunities to enhance workflows and client service processes
• Assist with special projects and initiatives as requested
• Maintain a professional office environment consistent with the firms high-service standards
• Handle confidential client, firm, and personal information with discretion and regulatory awareness

Qualifications

• 5–7+ years of experience as a Client Service Associate, Administrative Assistant, or senior administrative professional
• Prior experience in wealth management (RIA, broker-dealer, bank, or family office) required
• Strong proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint), virtual meeting platforms (Zoom, Teams), and CRM systems
• Ability to quickly learn new technologies and tools
• Exceptional organizational, time-management, and prioritization skills
• Ability to manage competing priorities while maintaining accuracy and focus
• Excellent written and verbal communication skills
• Ability to interact professionally with high-net-worth clients and external professionals (estate attorneys, CPAs, custodians, etc.)
• High level of discretion and professionalism when handling sensitive information
• Awareness of compliance and regulatory requirements
• Proactive and solution-oriented mindset
• Anticipates issues and operates with a high degree of independence
• Strong attention to detail and commitment to delivering a high-quality client experience
• Comfortable working closely with a senior advisor in a collaborative, client-centric environment
• Bachelors degree preferred (business, communications, finance, or related field)