Client Services Associate

True Alpha Wealth Management is a financial advisory practice specializing in helping clients navigate major life transitions. We’re looking for a highly organized, client-focused administrator who can help deliver an exceptional client experience while keeping the business running smoothly behind the scenes.

This is a role for someone who thrives on variety, takes ownership of their work, and genuinely cares about the people they serve. You’ll be the operational backbone of a large practice, supporting everything from client onboarding and support, to marketing and event planning.

• Answer phone calls coming through the office
• Handle day-to-day client service requests, inquiries, and follow-ups with professionalism and warmth
• Plan and execute client appreciation and educational events

• Communicate with back office, custodians, and operations teams; follow up to ensure requests are completed
• Maintain organized systems for client files, tasks, and workflows
• Identify process inefficiencies and propose improvements
• Track pending service requests through completion; proactively communicate status and resolve exceptions.
• Maintain accurate CRM data, meeting notes, task assignments, service calendars, and follow-up deadlines.
• Prepare meeting materials, coordinate required client paperwork, and document follow-up action items for advisor review.

• Manage social media content scheduling and posting
• Create and send mass client email campaigns and ad hoc communications
• Draft client-facing content that reflects the practice’s voice and brand
• Coordinate marketing projects and materials as needed

• Follow written supervisory procedures, firm policies, and regulatory requirements.
• Keep client records, account documents, approvals, and CRM notes complete, accurate, and current.
• Help prepare materials for compliance reviews, branch exams, audits, and regulatory requests.
• Send communications through required approval before distribution.
• Use only approved communication channels and support retention of electronic communications.
• Track open compliance items, training, attestations, documentation gaps, and deadlines.

• Oversee the day-to-day operations of the office and help ensure it is clean, organized, professional, and welcoming for clients and staff
• Manage relationships with third-party vendors, including cleaning services, maintenance providers, and other office service providers
• Monitor and order office supplies, kitchen and breakroom supplies, coffee, paper products, and other day-to-day necessities
• Coordinate with the cleaning crew and address cleaning or facility issues as they arise
• Serve as the primary point of contact for routine office maintenance, repairs, deliveries, and vendor visits
• Help maintain shared office spaces, conference rooms, kitchen areas, and client-facing spaces
• Open and close the office as needed, ensuring the space is ready for the business day and properly secured at the end of the day
• Proactively identify office needs and handle them without requiring ongoing direction

• Highly organized with strong attention to detail
• Self-starter who takes ownership without needing to be micromanaged
• Tech-savvy; comfortable learning new platforms quickly (CRM, Financial Planning Systems, Calendly, Outlook, Canva, social media, excel, Word, and Power Point)
• Professional written communication skills
• Discreet and trustworthy; able to handle sensitive client information with confidentiality
• Coachable; open to feedback and direction
• Calm under pressure; able to handle competing tasks and shifting priorities
• 3–5 years of professional office experience, ideally including…