Client Services Representative

Cetera Financial Group; Boston (MA); On-site; USD 40,000 - 52,000; Full time

Job summary

The Cetera Financial Group in Boston, MA is seeking an Administrative Assistant to support Financial Advisors with client paperwork, appointments, and transactions, ensuring excellent service.

You will liaise with clients and internal teams, prepare materials, and help maintain client records while upholding compliance and accuracy in every interaction.

Qualifications

• High School Diploma or GED.
• Experience in an administrative or customer service role.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office tools (Word, Excel & PowerPoint) and ability to learn new programs.

Responsibilities

• Act as liaison between registered representatives and clients.
• Answer phones, schedule appointments, and prepare meeting materials.
• Assist in preparing client illustrations, graphs, and reports for presentations.
• Prepare client paperwork and follow-up tasks to support advisors.
• Engage with clients by phone, virtual visits, and in-person meetings to ensure service levels.
• Organize client events and track follow-up tasks.
• Maintain client records and retention in compliance with corporate requirements.
• Proactively reach out to clients and reps on time-sensitive activities.
• Coordinate with Cetera departments to meet clients' timelines.
• Educate clients on account services and new technology.
• Complete required training and follow implementation guidelines.
• Maintain notes in CRM systems per Cetera standards.
• Support Advisors in business plan execution, marketing and communication.

Skills

Administrative experience

Communication skills

Microsoft Office

Education

High School Diploma or GED

Tools

MS Office (Word, Excel, PowerPoint)

Job description

This person supports Financial Advisors ("Registered Representatives") with running their day-to-day Investment practice while enhancing the customer service level and experience. This person works directly with the Registered Representative(s) to prepare and process client paperwork, perform client financial transactions, maintain client relationships, schedule appointments, and communicate with clients and financial companies. This role can also be the first step of the career pathing program to future opportunities that require industry experience and licenses (Insurance, FINRA Series 7, & 66 or 63/65 combo).

What You Will Do:

• Act as a liaison between the registered representatives and their clients.
• Answer phones, schedule appointments, and prepare materials for client meetings.
• Aid registered representatives in preparing client illustrations, graphs, charts, reports, etc. for registered representative presentations and appointment with clients.
• Prepare and complete client paperwork and follow up tasks to support registered representative.
• Spend time with clients on the phone, via virtual visits and in person to ensure client service level needs are met.
• Organize client events and follow up tasks.
• Maintain client records and retention management within corporate requirements.
• Conduct proactive outreach to clients and registered representatives on time sensitive activities (e.g., RMDs, Client’s Quarterly/Annual Reviews).
• Assume ownership of inquiries and requests; communicate with internal Cetera departments to ensure clients’ expectations for timely service delivery are met.
• Educate clients on account services, capabilities, and new technology.
• Complete required corporate training on new technologies and follow implementation guidelines.
• Maintain compliance guidelines, client communication notes in AdviceWorks/SmartWorks and Redtail while following Cetera standards in a timely manner.
• Work with Advisor(s) through weekly meetings to help maintain Advisors Business Plan process, tasks, marketing, and client communication expectations and follow up processes.

What You Will Have:

• High School Diploma or GED
• Experience in an administrative or customer service role
• Excellent written and verbal communication skills
• Proficient in Microsoft Office tools (Word, Excel & PowerPoint) and ability to learn new programs

What is Nice to Have:

• Previous experience in assisting Registered Representatives/Financial Advisors
• Financial services and/or banking background
• Bachelor’s degree in Finance, Business, Marketing, or Communications
• Attention to detail, excellent organization skills, ability to multi-task and produce timely results in a fast-paced work environment
• Able to manage own workflow and priorities, and can accommodate unexpected requests or needs from Advisors
• Self-starter, productive, works well with a team and independently
• Professional and positive attitude, friendly demeanor both in-person and by telephone
• Trustworthy; uses discretion with confidential information
• Listens well to instruction and consistently retains details

The base annual salary range for this role is $20.00-$25.00, plus a competitive performance-based bonus. Base annual salary depends on a wide array of factors, including but not limited to skill set, years and depth of experience, certifications, and location. Base annual salary may also differ significantly due to geography and cost of labor considerations.