Client Service Associate

Clearstead Advisors LLC; Norfolk (VA); On-site; USD 55,000 - 90,000; Full time

Job summary

Clearstead Advisors LLC in Norfolk, VA seeks a Private Client Service Associate to support the Private Client Group, serving as a primary/secondary client contact and coordinating with custodians to ensure smooth service delivery. You will prepare meeting materials, update CRM, and collaborate with Compliance, Operations, Tax, and Finance to uphold high standards of client service and efficient workflows.

A Bachelor’s degree and 2–5 years in financial services preferred; strong organizational

Qualifications

• Bachelor’s degree preferred or equivalent relevant experience.
• 2–5 years of experience in financial services, wealth management, or client service roles preferred.
• Strong knowledge of investment accounts, custodial processes, and financial terminology.
• Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
• Strong communication and relationship-building skills.
• Ability to work both independently and collaboratively in a fast-paced, client-centric environment.
• Proficiency with CRM systems and Microsoft Office Suite; willingness to learn new technologies.

Responsibilities

• Serve as a point of contact between clients and Managing Directors, proactively handling inquiries.
• Build strong client relationships through timely communication and service excellence.
• Support MDs in creating business plans for client retention and revenue growth.
• Coordinate with Compliance, Operations, Tax, Financial Planning and Finance to ensure smooth execution of requests.

Skills

Client relationship management

Communication

Organizational skills

Team collaboration

Problem-solving

Education

Bachelor's degree or equivalent experience

Tools

CRM software

Microsoft Office

Fidelity

Schwab

Job description

Description

The Private Client Service Associate (CSA) plays a critical role in delivering an exceptional client experience within the Private Client Group. This position serves as a primary and or secondary point of contact for clients, supports Managing Directors, and ensures smooth execution of all operational and administrative activities. The CSA is responsible for managing day-to-day client service needs, coordinating with custodians, preparing meeting materials, and contributing to the overall efficiency and professionalism of the team. This individual must be highly organized, detail oriented, solutions focused, exceptional team player, and committed to maintaining the highest standards of client service. This role also requires strong collaboration across departments to ensure alignment, efficiency, and seamless service delivery to clients.

ROLES & RESPONSIBILITIES

Client Relationship & Service Support

• Serve as a point of contact between clients, Managing Directors by proactively managing client inquiries and service requests.
• Build strong, trusting relationships with clients through timely communication, follow-up, and service excellence.
• Support Managing Directors in the creation of business plans aimed at client retention, relationship growth, and revenue development.
• Maintain a deep understanding of client needs, ensuring a personalized and positive client experience.
• Partner closely with other departments including Compliance, Operations, Tax, Financial Planning and Finance to ensure smooth execution of client requests and adherence to firm-wide processes.

Custodial Operations & Account Administration

Facilitate investment account transactions at custodians (primarily Fidelity and Schwab), including:

• Opening and closing accounts
• Transferring assets
• Money movement (wires, ACH, journals)
• Charitable gifting
• Trust distributions
• General account maintenance and documentation
• Work directly with Fidelity, Schwab, and other service teams to troubleshoot issues, resolve escalations, expedite high-priority items, and navigate complex or non-standard transactions.
• Ensure all forms, paperwork, and digital workflows are completed accurately and processed in accordance with compliance, regulatory, and custodial requirements.

Alternative Investments Administration

• Assist in the administration of alternative investments by monitoring and coordinating capital calls, distributions, and related documentation.
• Maintain accurate records and ensure timely communication with clients and internal teams regarding alternative investment activity.

Meeting Coordination & Client Deliverables

• Manage all logistics for client meetings, including scheduling, coordinating with Managing Directors, preparing agendas, and confirming details with clients.
• Assist in the preparation, assembly, and finalization of all client meeting materials, ensuring accuracy, completeness, and professional presentation.
• Update CRM records and client files with meeting notes, follow-up tasks, and service outcomes.

Operational & Administrative Support

• Support overall office organization and operational efficiency.
• Develop a strong understanding of firm technology platforms, tools, and systems to effectively complete work in a fully or primarily paperless environment.
• Actively contributes to internal process improvements and best practices for enhancing workflow efficiency and client service delivery.
• Perform additional duties and projects assigned to support team and firm-wide initiatives.

Requirements

• Bachelor’s degree preferred or equivalent relevant experience.
• 2–5 years of experience in financial services, wealth management, or client service roles preferred.
• Strong knowledge of investment accounts, custodial processes, and financial terminology (experience with Fidelity and Schwab is a plus).
• Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
• Strong communication and relationship-building skills.
• Ability to work both independently and collaboratively in a fast-paced, client-centric environment.
• Proficiency with CRM systems and Microsoft Office Suite; willingness to learn new technologies.

Key Competencies

• Client-first mindset with a commitment to service excellence
• Problem-solving and critical-thinking abilities
• High level of accountability and discretion
• Professionalism, reliability, and team collaboration
• Ability to remain calm and effective under pressure

ABOUT CLEARSTEAD

Clearstead is a financial advisory firm serving wealthy families and leading institutions. Our mission is to enable wealthy families and leading institutions to meet their financial objectives and achieve their aspirations, building stronger futures for their families, their communities, and themselves.

We fulfill our mission by creating a unified investment framework for our clients and integrating financial planning, tax planning and compliance, trust administration services with investment management to address complex financial situations.