Client Administration Associate, Retirement Plan Consulting

Client Administration Associate, Retirement Plan Consulting

The Client Administration Associate plays a key role in ensuring the successful delivery of services to retirement plan clients by providing high-quality administrative, organizational, and coordination support. In this role, you will work closely with consultants and service partners to support client communications, meeting logistics, documentation management, onboarding processes, and internal workflows that contribute to an exceptional client experience.

Practically speaking, the Client Administration Associate role encompasses a wide variety of activities. Aside from coordinating client meetings and managing administrative requests, you will support onboarding, compliance workflows, and ongoing client deliverables while ensuring internal teams stay organized and aligned on priorities and deadlines.

To be effective in this role, you must be highly organized, detail-oriented, and responsive, with a strong commitment to professionalism and confidentiality. Successful candidates enjoy working behind the scenes to keep operations running smoothly while maintaining consistent, polished client communication.

Client & Meeting Coordination

Provide logistical and administrative support for client meetings and ongoing client interactions. Schedule meetings using calendaring tools, coordinate plan review logistics, and attend meetings when requested to capture detailed notes and prepare professional meeting minutes. Distribute meeting summaries, track follow-up items, and ensure action steps are completed in a timely manner.

Client Communication Support

Serve as an administrative point of contact for routine client requests and inquiries. Monitor and manage shared inboxes, respond to administrative questions, and escalate technical or advisory questions to consultants as needed. Maintain professional, timely communication consistent with firm standards.

Document Preparation & File Management

Support preparation, distribution, and organization of client-facing documents and meeting materials. Assist with proofreading, version control, and secure distribution of documents while maintaining organized electronic client files in accordance with firm standards and compliance requirements.

Project & Task Management

Organize and manage client-related tasks and deliverables within the firm's project management system. Track recurring workflows, monitor deadlines, follow up with internal team members and external service providers, and proactively alert consultants when deliverables or tasks are at risk.

Onboarding & Compliance Support

Assist with administrative aspects of onboarding new retirement plan clients by coordinating document collection, maintaining onboarding checklists, and supporting compliance-related administrative processes. Help ensure timelines and required deliverables are tracked and completed.

Sales & Business Development Support

Provide administrative support for new business and prospecting activities by maintaining records in Salesforce, coordinating scheduling for prospect meetings, and assisting with preparation of proposal and onboarding materials.

Internal Coordination & Workflow Support

Coordinate administrative matters with recordkeepers, TPAs, custodians, and other service providers. Support internal workflows and maintain standardized templates and processes while identifying opportunities to improve efficiency and organization.

Data Sensitivity & Confidentiality

Handle sensitive client and plan-level information with discretion while adhering to firm policies regarding confidentiality, data security, and record retention.

About You

People who thrive in this position:

• Enjoy supporting teams and clients behind the scenes to ensure success
• Possess strong organization and attention to detail
• Are highly responsive to clients and consultants.
• Feel comfortable managing multiple priorities and deadlines simultaneously.
• Take on all projects with enthusiasm, regardless of complexity.
• Take ownership of responsibilities and follow through on commitments
• Remain calm and solutions-oriented under pressure
• Look for opportunities to improve processes and efficiency
• Value teamwork and collaboration
• Handle confidential information with care and professionalism

Education, Training, and Experience

• Prior experience in administrative, client service, or executive assistant roles.
• Experience in financial services, retirement plans, or professional services preferred.
• Strong organizational skills and ability to manage competing priorities
• Demonstrated responsiveness and professional communication skills
• Proficiency in Outlook, Calendly, Asana, Salesforce, or similar project management and CRM tools
• Ability to manage multiple projects simultaneously while maintaining accuracy and attention to detail

About Lo Vasco

LoVasco is on a mission to inspire, engage, and empower one million people to build healthier and wealthier lives.

Our core focus is to help organizations deliver…