Business Services Executive Assistant

Job Description

Job Description

Our Core Values 

Proactive  •  Organized  •  Curious Learner  •  Optimistic  •  Connections  •  Servant Leaders 

Position Summary 

The Account Manager/Client Service Manager is the operational backbone of both Encore Wealth Advisors (EWA) and Encore Consultants (EC), executing client-facing and back-office work so the advisors can stay focused on relationships and strategy. This role touches CRM management, compliance documentation, custodial trading/account operations, and general office administration. No prior industry experience is required — the right person is a fast learner with strong instincts for priorities, people, and technology, and is comfortable working independently once trained. 

Client Service Manager

The Client Service Manager keeps Encore Wealth Advisors and Encore Consultants running day to day, so the advisors can stay focused on clients. No industry experience is required. We train on everything.

Responsibilities

• Log client notes, tasks, and contact dates in our CRM
• Prepare advisor for client meetings and prepare documents
• Schedule client meetings and handle client requests
• Place routine trades and process account paperwork at the advisor’s direction
• Maintain compliance records for the firm
• Manage phones, mail, supplies, and general office operations

Qualifications

• Strong communication skills and attention to detail
• Sound discretion with sensitive client information
• Works independently and manages priorities once trained
• Learns new technology quickly
• Comfortable with Word, Excel, and Outlook

Working Style 

This role is built on trust and ownership. Once trained, this person will be given outcomes to own rather than a task list to follow — they will be expected to determine the right way to get there, ask good questions, and manage their own priorities day to day. 

Training & Onboarding 

Tim Schaefer, Founder, and Kristin Schaefer, Co-Founder, train every new hire personally, covering both why the work matters and how it gets done.

First 30 days: Handle core systems and routine tasks with guidance, know where to find procedures, and recognize when to escalate.

First 90 days: Manage routine work independently, accurately, and on time, keeping documentation current. Bring new, unusual, or higher risk items to Tim or Kristin.

Systems Used 

Microsoft applications: Intermediate proficiency with Word, Excel, and Outlook is expected at the time of hire. 
Firm systems: Zoho CRM, Schwab (custodial platform), Adhesion (money manager platform), Microsoft 365 tools beyond Word, Excel, and Outlook, and other office and business systems. Training will be provided on all firm-specific systems, processes, and workflows. 

Reports To 

Tim Schaefer, Founder

Encore Consultants and Encore Wealth Advisors serve owner-led businesses; crops, swine, dairy, co-op, manufacturing, and contracting operations that keep the country running. These are companies built by people who've put everything into them, and Encore exists to help those owners build stronger businesses and leave stronger legacies. Encore Consultants tackles the people side: developing leaders who can run a crew, building a real operating system so the business runs on more than the owner's head, and getting the business and the next generation ready for what's next. Encore Wealth Advisors, an SEC-registered investment advisory firm, manages the wealth those businesses create — investment management, retirement plan consulting, and financial planning built for owners, not institutions. Together, the two firms work with owner-led businesses end to end, from developing the people who run them to managing the money they generate.

Our Core Values
Proactive • Organized • Curious Learner • Optimistic • Connections • Servant Leaders

Company Description

Encore Consultants and Encore Wealth Advisors serve owner-led businesses; crops, swine, dairy, co-op, manufacturing, and contracting operations that keep the country running. These are companies built by people who've put everything into them, and Encore exists to help those owners build stronger businesses and leave stronger legacies. Encore Consultants tackles the people side: developing leaders who can run a crew, building a real operating system so the business runs on more than the owner's head, and getting the business and the next generation ready for what's next. Encore Wealth Advisors, an SEC-registered investment advisory firm, manages the wealth those businesses create — investment management, retirement plan consulting, and financial planning built for owners, not institutions. Together, the two firms work with owner-led businesses end to end, from developing the people who run them to managing the money they generate. \n\nOur Core Values \nProactive • Organized • Curious Learner • Optimistic • Connections • Servant Leaders