Client Service Assistant

Grandview Partners; Westwood (MA); On-site; USD 42,000 - 62,000; Full time

Job summary

Grandview Partners is seeking an organized administrative assistant to support advisors and staff in daily operations within a close-knit financial planning environment.

You will gather and prepare client paperwork, manage CRM and planning programs, and assist with client service requests, transfers, and account administration. Training on Kestra platforms will be provided; prior experience in financial services is preferred.

Qualifications

• Minimum of one to three years’ experience in financial services preferred.
• Ability to fill out forms exactly for accurate completion and successful processing by home office.
• Demonstrates the ability to follow directions consistently.
• Extremely detail oriented with the ability to perform repetitive tasks on a regular basis.
• Demonstrates ability to multi-task.
• Superior organizational skills.
• Experience with electronic signing platforms, ex: DocuSign, a plus.
• Proficiency in MS Office Suite (e.g., Word, Outlook, and Excel).
• Familiar with various AI platforms and financial tech that can be integrated into day-to-day operations.

Responsibilities

• Assist in gathering and preparing paperwork for clients’ accounts and openings.
• Organize and oversee CRM systems and financial planning programs.
• Assist with estate settlements, transfers, and distributions.
• Handle administrative duties of directly held accounts (e.g., Computershare, annuities).
• Track pending paperwork and update tasks in Wealthbox.
• Answer and transfer calls; make outbound client calls when needed.
• Support weekly marketing newsletters and social media efforts.
• Prepare conference rooms for client meetings.
• Access Kestra resources via AdvisorComplete, Wealthscape, and AdvisorEnterprise.

Skills

Financial services experience

Attention to detail

Multi-tasking

Follow directions

Superior organizational skills

Tools

Wealthbox

Wealthscape

AdvisorComplete

AdvisorEnterprise

DocuSign

MS Office

Excel

Job description

This position provides ongoing administrative support to advisors and staff in a close-knit financial planning firm. This role is responsible for assisting with daily operational needs of the company, gathering, preparing, and filing paperwork, assisting staff with ongoing client service requests, and fulfilling administrative tasks.

• Assist in gathering and preparing paperwork for clients’ as it relates to, opening new accounts, asset
• Organizing and overseeing various tech platforms including CRM systems and financial planning programs
• Assist with RMD’s, estate settlements, inherited accounts, transfers, and distributions
• Handle administrative duties of directly held accounts; ex: stock held at Computershare, Annuities, 529
• Track pending business paperwork; update tasks in Wealthbox to keep status current for team to view
• Assist in answering phone calls when needed and transferring to team members
• Comfortable making outbound phone calls to complete client requests as needed
• Assist with weekly marketing newsletter, blast e-mails, marketing efforts, and social media accounts
• Responsible for understanding firm policies, procedures and technology capabilities
• Prepare conference room in advance for client meetings when needed
• Use AdvisorComplete, Wealthscape, AdvisorEnterprise and other platforms to access various Kestra resources, forms, reports, and work items.
• Regularly review Kestra news items, technology updates, and e-mail communications; report pertinent information back to supervisor

Accounts

Required knowledge/skills/competencies

• Minimum of one to three years’ experience in financial services preferred
• Ability to fill out forms exactly for accurate completion and successful processing by home office
• Demonstrates the ability to follow directions consistently
• Extremely detail oriented with the ability to perform repetitive tasks on a regular basis
• Demonstrates ability to multi-task
• Superior organizational skills
• Experience with electronic signing platforms, ex: DocuSign, a plus
• Proficiency in MS Office Suite (e.g., Word, Outlook, and Excel)
• Familiar with various AI platforms and financial tech that can be integrated into day-to-day operations