Client Services Administrator

Location:

Manhattan Beach, CA 

Position Type:

Full-Time, In-Office 

Overview

We are a boutique financial planning and investment management firm serving high-net-worth households. Our small, collaborative team works closely together to deliver an exceptional client experience grounded in professionalism, responsiveness, and operational precision. We operate out of a well-appointed office in Manhattan Beach, offering a relaxed yet highly professional coastal environment.
On-site parking
is provided.

We are seeking an experienced, polished, and highly organized Client Service Administrator (or  Executive Assistant) who will serve as the first point of contact for clients, prospective clients, networking partners, etc. This role is central to maintaining our firm's service standards and supporting two senior advisors in managing client relationships and operational workflows.

This is a long-term client service and operations role. It is not a training position or a pathway to a financial advisor role. Candidates must be seeking a career in professional support, not an advisory track.

Because this role supports regulated processes and high-net-worth communications,
prior experience in financial services or an RIA environment is required
to ensure competency and efficiency from day one.

Key Responsibilities

Client Interaction & Frontline Communication

• Serve as the primary point of contact for all incoming phone calls, emails, and general inquiries.
• Engage clients with professionalism, discretion, and a service-oriented mindset.
• Manage inbound communication flow, ensuring timely responses and appropriate routing to advisors.

Scheduling & Calendar Management

• Own and manage calendars for two financial advisors, including client meetings, prospect consultations, and internal coordination.
• Anticipate scheduling needs, resolve conflicts, and optimize advisor time.
• Coordinate meeting logistics, confirmations, reminders, and preparation materials.

Operational & Administrative Support

• Manage client requests and follow-through using CRM task workflows.
• Prepare and organize materials for client meetings and maintain accurate records in the CRM and document storage systems.
• Support client onboarding, documentation, account servicing, and custodial coordination.
• Oversee general office operations, including mail, supplies, vendor coordination, and maintaining an orderly workspace.

Client Service Excellence

• Deliver a consistently high-touch service experience for high-net-worth clients.
• Uphold confidentiality, compliance standards, and operational accuracy at all times.
• Identify and recommend process improvements that enhance client experience and operational efficiency.

Qualifications

Required

• 3 years of experience in financial services, wealth management, or a related professional environment.
• Experience working within an RIA or supporting advisors through custodians such as 
  Charles Schwab
  .
• Strong written and verbal communication skills, with a polished client-facing presence.
• Demonstrated success managing complex calendars and handling client communications.
• High proficiency with Microsoft 365, Zoom, Calendly, and CRM systems.
• Exceptional organizational skills, accuracy, and the ability to manage multiple priorities simultaneously.
• Ability and willingness to work 
  full-time in the office
  ; this role is not remote or hybrid.
• Commitment to a long-term career in client service and operations—
  this role does not lead to an advisor path.

Preferred

• Experience with CRM platforms and Charles Schwab systems.
• Prior experience supporting high-net-worth clients.

Success Profile

Candidates who excel in this position typically:

• Thrive in a small-team environment where flexibility, communication, and accountability are essential.
• Enjoy supporting a high-functioning advisory practice and contributing to a cohesive firm culture.
• Communicate confidently and professionally with sophisticated clients.
• Demonstrate reliability, discretion, and a proactive, solutions-oriented approach.
• Value stability, structure, and long-term professional alignment in an operations-focused role.

Compensation & Benefits

• Competitive salary commensurate with experience.
• Performance-based incentives.
• Health, retirement, and other benefits (customizable as needed).
• On-site parking provided.
• Professional development opportunities aligned with client service and operational excellence.