Administrative Coordinator - Client Service Team

Founded in 1997, Gresham Partners, LLC is a Chicago-based wealth management firm managing $13.8 billion in investments for a select group of ultra-high-net-worth families nationwide. The firm is distinguished by its independent thinking, investment strategy, and performance outcomes. The Client Services Coordinator is an experienced administrative professional who provides high-quality administrative and coordination support to Advisors, Associates, and Partners. This role is critical to ensuring a seamless client experience through proactive support, strong organizational execution, and effective cross-team collaboration. The coordinator also supports Business Development, Operations, and other firm initiatives as needed.

Responsibilities 

• Manage complex calendars and ensure Advisors are well-prepared for all meetings and engagements
• Coordinate and schedule internal and external meetings, including logistics and materials preparation
• Coordinate complex business and personal travel arrangements
• Prepare and process travel and expense reports in a timely manner
• Prepare, edit, and distribute client correspondence and follow-up communications
• Format graphics, charts, slides, and other documents using established templates
• Compile, review, and finalize client meeting materials 
• Proactively anticipate needs and provide ad hoc administrative support to Advisors and Associates
• Maintain and organize client records across systems (CRM, SharePoint and client portal)
• Maintain and update client and prospect contact information within CRM systems
• Coordinate catering and logistics for internal meetings and client events
• Provide reception coverage, including phone support and front desk responsibilities as needed
• Train and mentor new administrative staff and provide ongoing support

Education, Experience and Skills:

• Bachelor's degree required
• Minimum of five years of progressively responsible administrative, executive support, client service, or project coordination experience
• Investment and/or financial services industry experience a plus
• Excellent writing, editing, and verbal skills
• Outstanding organizational, decision-making and problem-solving skills
• Displays consistent, high attention to detail, accuracy and thoroughness
• Collaborative professional with a proactive, service-oriented mindset and commitment to achieving team goals.
• Demonstrated ability to work independently, exercise sound judgment, establish priorities, and complete complex assignments and projects with limited supervision.
• Proven experience taking ownership of projects that involve multiple stakeholders, competing deadlines, and changing requirements
• Proficient with Microsoft Word, Excel, PowerPoint, Outlook, Adobe Acrobat and other software
• Ability to live and work in the U.S., Gresham Partners is not able to sponsor Visas for this position

Benefits:

• Medical, Dental & Vision (HSA, FSA options)
• Employer Paid Life Insurance
• Employer Paid Short Term Disability
• Employer Paid Parental Leave 
• Optional Life Insurance, Long Term Disability, Spousal & Child Life Insurance
• 401(k) & Employer Match
• 15 Vacation Days, 5 Sick Days, 1 Floating Holiday
• Education Reimbursement Programs
• Salary Range: $70,000-$80,000

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the duties and responsibilities of this job. 

Must be able to:

• Remain stationary for reasonable periods of time typing and/or reading at a computer
• Move around an office environment during a workday
• Work in-person in downtown Chicago
• Communicate with employees, clients, and/or vendors by telephone and in person
• Process transactions on a computer
• Sustain mental/visual attention for reasonable periods of time

Reasonable accommodations may be made to enable employees with disabilities to perform the duties and responsibilities.

Salary : $70,000 - $80,000