Client Service Assistant

Summary of responsibilities

This position provides ongoing administrative support to advisors and staff in a close-knit financial planning firm. This role is responsible for assisting with daily operational needs of the company, gathering, preparing, and filing paperwork, assisting staff with ongoing client service requests, and fulfilling administrative tasks.

• Assist in gathering and preparing paperwork for clients related to opening new accounts, asset movement changes, administrative updates, and account registration changes
• Organizing and overseeing 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; update tasks in Wealthbox to keep status current for the team to view
• Assist in answering phone calls when needed and transferring to team members
• Comfortable making outbound phone calls to complete client requests as needed
• Handle advisor needs proactively
• Assist with weekly marketing newsletter, blast emails, marketing efforts, and social media accounts
• Responsible for understanding firm policies, procedures and technology capabilities
• Prepare conference room in advance for client meetings when needed
• Use Advisor Complete, Wealthscape, Advisor Enterprise and other platforms to access various Kestra resources, forms, reports, and work items
• Regularly review Kestra news items, technology updates, and e-mail communications; report pertinent information back to supervisor

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