Client Service Assistant

About the role

This position provides ongoing administrative support to advisors and staff in a close-knit financial planning firm, assisting with daily operational needs, client service requests, and administrative tasks.

Responsibilities

• Assist in gathering and preparing paperwork for clients, including opening new accounts, asset movement changes, administrative updates, and account registration changes.
• Organize and oversee various tech platforms, including CRM systems and financial planning programs.
• Assist with RMDs, estate settlements, inherited accounts, transfers, and distributions.
• Handle administrative duties of directly held accounts (e.g., stock held at Computershare, Annuities, 529 Accounts).
• Track pending business paperwork and update tasks in Wealthbox to keep status current for the team.
• Assist in answering phone calls and transferring them to team members; make outbound calls to complete client requests as needed.
• Proactively handle advisor needs.
• Assist with weekly marketing newsletters, blast emails, marketing efforts, and social media accounts.
• Understand firm policies, procedures, and technology capabilities.
• Prepare the conference room in advance for client meetings when needed.
• Use AdvisorComplete, Wealthscape, AdvisorEnterprise, and other platforms to access Kestra resources, forms, reports, and work items.
• Regularly review Kestra news items, technology updates, and email communications; report pertinent information back to supervisor.

Requirements

• Minimum of one to three years’ experience in financial services preferred.
• Bachelor’s degree required.
• Ability to fill out forms accurately for successful processing by the home office.
• Demonstrates the ability to follow directions consistently.
• Extremely detail-oriented with the ability to perform repetitive tasks regularly.
• Strong multi-tasking and organizational skills.
• Team-oriented mentality.
• Experience with electronic signing platforms (e.g., DocuSign) is a plus.
• Proficiency in MS Office Suite (e.g., Word, Outlook, and Excel).
• Familiarity with various AI platforms and financial tech that can be integrated into day-to-day operations.