Client Service Associate

Position Summary: The Client Service Associate provides high-touch personal accounting, executive administrative support, and investment operations assistance to ultra-high net worth clients at Cerity Partners, blending hands‑on bookkeeping and bill pay responsibilities in Quick Books with executive assistant‑level client service, investment and custodial support, and client meeting coordination. The ideal candidate is highly organized and comfortable serving as a trusted point of contact for clients, their families, household staff, and outside advisors, exercising sound judgment and strong time management to juggle multiple priorities across several clients.

• Organize and manage a daily cycle of account payable invoices with Quick Books software.
• Review vendor statements and work with vendors to keep invoices current and resolve billing issues.
• Work with payroll company to ensure payroll is properly processed and that reports are properly filed.
• Regular review and monthly reconciliations of bank accounts.
• Ownership of annual 1099 process and filing, including analyzing which vendors should receive 1099s.
• Prepare accounting reports.
• Point person for questions pertaining to bill payment, client requests, Quick Books, etc.

• Day‑to‑day communication with clients, their household staff, and outside advisors (attorneys, CPAs, insurance brokers) via telephone and email.
• Serve as Chief of Staff for ultra‑high net worth client, coordinating priorities and daily needs.
• Liaise with client insurance broker and assist team with insurance review.
• Coordinate calendar, travel, and scheduling as needed.
• Draft correspondence and manage other confidential personal matters on the client’s behalf.
• Coordinate with household staff and outside vendors on the client’s behalf.
• Demonstrate initiative and judgment, particularly in meeting client requests.
• Work independently and collaboratively in a team environment.
• Maintain organized files and time management among various clients.
• Miscellaneous administrative team support, including but not limited to, mailing, scanning, and electronic document management.

• Frequent custodian interaction and paperwork processing; process account openings, funding, electronic check deposits, and money movements with custodians (primarily Fidelity).
• Responsible for cash transfers, wires, data maintenance, reporting, and trading as needed.
• Develop knowledge of investment accounts, products, and the forms required to transact business; learn how to trade client accounts (e.g., buy and sell securities).
• Assist with ongoing client data management, including tax, investment, and other relevant information.
• Prepare client‑specific reports (tax documents, quarterly investment reports, etc.).

• Assist with basic preparation and follow‑up for client meetings, including preparing client forms and financial reports in advance.
• Attend meetings to take notes and send summaries to both the client and the advisory team.
• Ongoing maintenance and quality control of CRM (Salesforce).
• Receive client calls and resolve questions/issues as needed.
  
  Assist with internal coordination across departments to ensure tasks and follow‑up are completed in a timely manner.
• Regular interaction with third parties and high‑net‑worth clients.

• 5+ years of bookkeeping or personal accounting experience, ideally supporting high net worth individuals or family offices.
• Prior experience as an executive assistant, personal assistant, or in a similar support role for a principal or high net worth individual.
• Demonstrated discretion and sound judgment in handling sensitive personal and…