Administrative Assistant​/Client Concierge

Position Overview

We are seeking a highly organized, energetic, and client-focused Administrative Assistant / Client Concierge to join our growing financial advisory practice. This individual will serve as the first point of contact for clients and play a critical role in delivering an exceptional client experience.

The ideal candidate is a relationship builder who enjoys helping others, solving problems, managing multiple priorities, and creating a welcoming environment for clients. This position requires strong communication skills, attention to detail, professionalism, and the ability to work both independently and collaboratively in a fast-paced office setting.

As the dedicated Client Concierge, you will help strengthen client relationships, support advisors and staff, coordinate office operations, and ensure that every client interaction reflects the high standards of our practice.

• Serve as the primary receptionist and first point of contact for clients and visitors.
• Greet clients warmly and ensure a professional, welcoming office environment.
• Answer incoming phone calls, route calls appropriately, and take detailed messages.
• Manage inbound and outbound client communications via phone, email, and mail.
• Schedule initial consultations and client review appointments.
• Conduct appointment reminder calls and follow-up communications.
• Track client milestones, birthdays, and special events and assist with client appreciation efforts.
• Ensure client touchpoints and communication standards are consistently executed and documented.
• Escalate client concerns or service issues to the appropriate team member when needed.

• Manage advisor calendars and coordinate meetings.
• Prepare meeting agendas, paperwork, correspondence, and client meeting materials.
• Organize, scan, file, and maintain client records and business correspondence.
• Process paperwork and support administrative and compliance-related activities.
• Maintain accurate records of client interactions within the firm's CRM and management systems.
• Track incoming and outgoing mail and ensure timely processing.
• Assist advisors and team members with projects and office initiatives as assigned.

• Support day-to-day office administration and workflow management.
• Coordinate with vendors, attorneys, and other professional contacts as needed.
• Help maintain a clean, organized, and professional office environment.
• Identify opportunities to improve client service processes and office efficiency.
• Contribute to a positive team culture and support firm growth initiatives.

• High school diploma or equivalent.
• Previous customer service, client-facing, administrative, or office support experience.
• Exceptional verbal and written communication skills.
• Professional phone etiquette and interpersonal skills.
• Strong organizational and time management abilities.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• High level of professionalism, discretion, and confidentiality.
• Self-motivated with the ability to work independently and take initiative.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Strong problem-solving skills and a positive, can-do attitude.

• Experience working in a financial services, insurance, banking, legal, or other professional services environment.
• Associate's or bachelor's degree.
• Familiarity with CRM systems and client management software.

• Personable, friendly, and service-oriented.
• Highly organized and detail-focused.
• Dependable, punctual, and accountable.
• Comfortable communicating with clients, vendors, attorneys, and other professionals.
• Eager to learn and grow professionally.
• Skilled at identifying opportunities for process improvement.
• Persistent, resourceful, and creative in solving problems.
• Enthusiastic about delivering an exceptional client experience.

This role offers the opportunity to become an integral part of a growing financial advisory practice where client relationships are at the heart of everything we do. If you enjoy building relationships, staying organized, and making a meaningful impact every day, we'd love to hear from you.