Advisor Support & Client Service Administrator

Job Summary:

This position will serve as an important resource to both advisors and their clients, helping keep client accounts, paperwork, schedules, and daily business activities organized and moving forward. The ideal candidate is detail-oriented, comfortable managing multiple priorities, professional in their communication, and enjoys being a behind-the-scenes partner to a team.

Essential Job Functions

Advisor & Administrative Support

· Provide day-to-day administrative support to multiple financial advisors.

· Manage calendars, schedule client meetings, and coordinate appointments.

· Assist advisors with meeting preparation, follow-up, and general administrative needs.

· Organize and maintain electronic and paper files and client records.

· Track outstanding tasks and follow up to ensure items are completed promptly.

· Assist with special projects and other administrative needs as assigned.

Client Service

· Serve as a professional and friendly point of contact for clients by phone, email, and in person.

· Respond to routine client questions and requests or direct them to the appropriate advisor or team member.

· Coordinate client appointments and follow up on requested information or documentation.

· Help provide a smooth and positive client experience.

Account & Paperwork Support

· Prepare, process, and track client paperwork and account documentation.

· Assist with opening new client accounts and completing required forms.

· Process account updates, transfers, beneficiary changes, and other client service requests.

· Review documents for completeness and accuracy before submission.

· Communicate with custodians, financial institutions, and other service providers as needed.

· Maintain accurate records and follow established procedures for handling confidential client information.

Core Competencies

• Analytical Skills: Synthesizes complex or diverse information, prioritizes projects, and determines best way of meeting deadlines and requirements.
• Business Ethics: Works with integrity and ethically, upholds organizational values, and abides by written policies.
• Communication: Ability to communicate clearly and effectively in English and take direction from supervisors. Expresses ideas and thoughts both verbally and in written form, exhibits good listening skills and comprehension, responds well to questions, and writes clearly and informatively.
• Organization: Maintains a clean, functional workspace and a continuous workflow to meet daily/weekly/monthly deadlines.

Other Duties

• Attend staff, departmental, and other required meetings and trainings.
• Other duties as assigned.

Qualifications, Experience, and Education

• High School diploma or GED.
• 2+ years of administrative, office, customer service, or financial services experience preferred.