Experienced Client Service Associate - 30 Hour Work Week

Job Description

Job Description

Founded in 1995 and recognized as a top 20 Hartford County Registered Investment Advisory firm, our company is a financial advisory firm built around a client-first philosophy. We are the architect of the Tax-Out Financial Solutions framework and operate on a subscription-based financial planning model — clients pay only for the services they use, rather than surrendering a percentage of their assets under management. We believe in our formula and have a nearly 30-year history of providing sound, caring financial advice to families and businesses.

As our business and team continue to grow, we are focused on hiring exceptional people. There is a continuous opportunity to help clients proactively, to be consultative with them, and to improve the business as a whole. We look for those with a proven record exhibiting those characteristics.

Position Overview

We are seeking a highly organized, self-directed individual to provide operational and administrative support to a senior financial advisor. This is not a traditional Client Service Associate role. It is fundamentally an organizational role — one focused on keeping the advisor structured, on-track, operating at full capacity and providing top-tier service to the clients.

The ideal candidate is a natural systems builder: someone who creates order without being asked, thrives in ambiguous environments, and instinctively anticipates what is needed before it is requested. You will serve as the advisor's operational anchor — build and maintain the protocols, workflows, and communication structures that allow high-level client work to move forward without unnecessary friction.

Primary Responsibilities

• Establish and maintain internal systems, processes, and protocols that bring structure to the advisor's day-to-day operations
• Monitor open items, action lists, and follow-up tasks to ensure nothing slips through the cracks
• Anticipate what is needed for client and internal meetings — preparing materials, agendas, and background information proactively rather than reactively
• Set up and manage workflows and automation within the firm's CRM and planning software platforms
• Capture and document key decisions, action items, and commitments made during meetings
• Track follow-through on post-meeting commitments and surface items that require the advisor's attention; Ask clarifying questions and confirm understanding before executing
• Draft written summaries, decision logs, and task lists that create a clear paper trail of directions and commitments
• Manage up diplomatically — keeping the advisor on track and accountable without creating tension or friction
• Operate comfortably within CRM platforms, financial planning software, and productivity tools used by the firm
• Maintain accurate and up-to-date records within all platforms and systems

Qualifications

• Ability to build systems and structure in environments that lack them
• Detail-oriented and thorough — nothing falls through the cracks on your watch
• Proactive by nature; you identify what needs to happen and make it happen
• Strong time management skills; comfortable managing multiple open items simultaneously
• Ability to maneuver through ambiguity and navigate last-minute change
• Patient and grounded, yet assertive enough to push back or redirect when necessary
• Ability to read the room, manage your own reactions, and serve as the operational anchor
• Respectful and professional, but not passive; firm where it matters
• Comfortable asking clarifying questions early, before investing time in the wrong direction
• Excellent written communication skills
• Ability to turn unstructured, stream-of-consciousness input into a clean, prioritized action list
• Proficiency with CRM platforms (experience with financial services CRMs a plus)
• Familiarity with financial planning software is preferred but not required
• Comfort learning and navigating new software and platforms independently