Client Service Associate

We are a fast-growing, independent wealth management firm based in Huntersville, NC, specializing in helping individuals and families approaching or enjoying retirement. Our team provides comprehensive guidance across five key areas of retirement planning: investment management, tax planning, retirement income, healthcare planning, and estate planning. We are passionate about simplifying complex financial decisions and providing clients with the clarity and confidence they need to enjoy the retirement they have worked hard to build. We are in an exciting stage of growth and are looking for someone who wants to become an important part of that journey.

We are seeking a highly organized, detail-oriented, and client-focused Client Service Associate to join our team! You will have significant client interaction and become a trusted point of contact for clients, taking ownership of day-to-day service needs, follow-up, account-related requests, inbox and calendar management, scheduling and meeting coordination, and internal workflows while ensuring clients receive a consistently high level of care and responsiveness. While this role will not directly process client paperwork, you will oversee and coordinate with the team to ensure paperwork is completed accurately and efficiently. This role is ideal for someone who enjoys being the “air traffic control” of a busy wealth management practice. You love keeping clients and the team organized, anticipating needs before they arise, and making sure nothing falls through the cracks. As the firm continues to grow, there is flexibility for this person to either build a long-term career within client service or potentially grow into a broader role based on their interests and strengths. For the right candidate, one remote day per week may be available after training, with the opportunity for additional flexibility over time as trust builds.

Main responsibilities for the position include:

• Serve as a primary point of contact for clients, managing day-to-day communication, service needs, and account-related requests with care and professionalism.
• Oversee and coordinate client paperwork needs with the Operations Associate/team, ensuring requests are communicated clearly, completed accurately, and followed through to completion.
• Manage and triage the advisor’s inbox and calendar, including client and prospect scheduling, time blocking, meeting coordination, and elevating items that require advisor attention.
• Coordinate meeting preparation and follow-up, including welcoming clients to the office, preparing for in-person meetings, and ensuring action items are completed.
• Coordinate and attend two educational workshops each month, managing invitations, RSVPs, reminders, venues and vendors, attendance tracking, and other event logistics.
• Manage prospect follow up before and after workshops, with a heavy emphasis on phone communication, as well as personalized texts and emails; calls are primarily focused on confirmations, reminders, and scheduling, with no selling involved.
• Plan and coordinate the firm’s broader calendar of client events and activities throughout the year.
• Support the overall client experience through thoughtful touches, including client gifting and other “surprise and delight” initiatives.
• Facilitate communication and coordination with CPA/tax professionals, estate planning attorneys, and other outside partners.
• Identify opportunities to improve workflows, processes, and efficiencies as the practice continues to grow.

The ideal candidate:

• Bachelor’s degree highly preferred, or equivalent work experience.
• Minimum of 2 years of experience in a client service or operations capacity within wealth management, ideally supporting one or more financial advisors.
• Knowledge of industry-specific software and systems required; familiarity with Practifi and Fidelity is a plus.
• Ability to attend approximately two educational workshops each month, generally scheduled during evening hours.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and client needs simultaneously.
• Exceptional attention to detail, follow-through, and accountability.
• Proactive, resourceful, and service-oriented, with the ability to anticipate needs and take ownership without waiting for direction.
• Excellent written and verbal communication skills with a polished, professional approach to client interaction.
• Comfortable working in a fast-growing environment with frequent client activity.
• Ability to handle sensitive and confidential information with discretion.
• Tech-savvy and comfortable learning new systems.
• Interest in leveraging technology and AI to create efficiencies is a plus.