Client Service Specialist (Advisor Assistant)

Job Description

Job Description

A well-established private wealth management practice is seeking an experienced Client Service Specialist (Advisor Assistant) to serve as a strategic operational partner to Financial Advisors. This person will deliver exceptional client service, manage complex workflows, maintain clear communication, and help create a seamless experience for clients while supporting the practice's growth initiatives. This is not an entry-level industry role. The ideal candidate already understands financial-services client service, new-business and account workflows, advisor support, and the importance of accurate followthrough. Existing securities or insurance licenses, trading experience, and planning-support capability are valuable but not required for every assignement. This is a full-time, exempt, onsite role that generall follows a Monday-Friday, standard buisness hours schedule. The current hiring need is for onsite Client Service Specialists in the practice's main office locations in Dayton, Tucson, and Louisville. Each position will be assigned to one of these offices and may support clients and colleagues across the broader practice.

What You Will Do

• Maintain awareness of advisor priorities, deadlines, client commitments, and outstanding service items; use regular advisor check-ins and proactive status communication to keep work moving

• Coordinate advisor calendars, client meetings, internal commitments, planned absences, and crossteam coverage needs

• Serve as a primary point of contact for routine client calls, emails, and service requests; resolve questions within the role's authority and escalate advice-related or complex matters appropriately

• Prepare and process new-business applications, account maintenance, transfers, distributions, deposits, checks, insurance applications, estate-settlement paperwork, and related documentation

• Monitor submitted business and service requests through completion, resolve exceptions, maintain electronic client files, and communicate timely status updates to clients and advisors

• Coordinate annual Required Minimum Distribution workflows and assemble requested tax information or cost-basis records without providing tax advice

• Maintain accurate CRM records, client and prospect information, tasks, opportunities, required disclosures, and other compliance-sensitive documentation

• Schedule and prepare for client reviews, phone reviews, and financial-planning meetings; coordinate meeting materials, confirmations, documentation, and follow-up

• Coordinate with custodians, product partners, home-office resources, and internal teams to complete service requests accurately and on time

• Depending on assignment, experience, licensing, and role authority, support trading, transactions, money movement, advanced planning data gathering, or other paraplanner responsibilities

• Provide cross-office coverage, assist with growth or referral-event follow-up, train newer assistants when appropriate, and contribute to special projects and workflow improvements

• Support Financial Advisors with marketing initiatives, lead-generation activities, and clientacquisition efforts

• Follow all practice, regulatory, privacy, recordkeeping, and information-security requirements

Requirements

• Two to five years of related financial-services, wealth-management, brokerage, banking, clientservice, or advisor-support experience preferred; an equivalent combination of education and experience will be considered

• Prior responsibility for new business, account administration, client service, advisor support, or similar work in a regulated financial environment

• Series 7, Series 66, and Life/Health insurance licenses preferred but not required for every assignment; willingness and ability to pursue required registrations within an agreed timeframe may be necessary

• Experience with RMD processing, insurance applications, estate settlements, trading, money movement, meeting preparation, or paraplanning is especially valuable

• Solid understanding of client-service workflows, account documentation, confidentiality, regulatory disclosures, and detail-sensitive processing

• Excellent written and verbal communication, sound judgment, empathy, and the ability to serve as a confident primary client contact

• Strong organization, follow-through, and the ability to manage multiple priorities and deadlines with limited day-to-day supervision after onboarding

• Proficiency with Microsoft Excel, Word, Outlook, Teams, Adobe, CRM platforms, workflow systems, databases, and related business technology

• High integrity, discretion, accountability, and a collaborative approach to supporting advisors, clients, and teammates across locations

• Ability to work onsite in the assigned Dayton, Tucson, or Louisville office

Benefits

The practice offers a comprehensive total-rewards package designed to support employees' health, financial well-being, and long-term professional growth.

Benefits for eligible full-time employees include:

• Medical coverage with PPO and high-deductible health plan options, including an HSA option; the practice pays the full cost of employee-only medical, dental, and vision coverage

• $50,000 in employer-paid group life insurance, plus employer-paid short- and long-term disability benefits

• Section 125 flexible benefits, including a healthcare Flexible Spending Account and Dependent Care Reimbursement Account

• 15 PTO days annually, prorated in the first year based on hire date following the policy's 30-day eligibility period; 20 days beginning in the third year and 25 days beginning in the fifth year

• 10 observed paid holidays each year • 401(k) retirement plan with pre-tax and Roth contribution options and a company match of up to 4% when the employee contributes at least 5%

• Full payment of approved licensing and credentialing costs

• Staff bonus program: $500 quarterly when the practice meets its quarterly team net-flow goal, plus a year-end bonus equal to 3% of annual salary when the annual team net-flow goal is achieved

• Annual holiday bonus eligibility; amount varies based on role and performance

• Opportunity to expand advanced client-service, planning-support, trading, and operational responsibilities over time

• Direct exposure to experienced advisors, complex client relationships, and a collaborative service team

Benefit eligibility and administration are governed by the practice's current plan documents and policies. Background Check Employment with this practice is contingent upon the successful completion of a background check. Equal Opportunity Employer This practice is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified individuals without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable federal, state, or local law