Director of First Impressions

Capital A Wealth Management, LLC; Cranberry Township (Butler County); On-site; USD 42,000 - 64,000; Full time

Job summary

Capital A is seeking a warm, polished Director of First Impressions to join our Cranberry Township office. This role blends hospitality, scheduling, and administrative support to create an exceptional client experience.

Responsibilities include greeting clients, coordinating advisor appointments, managing calls, and maintaining a professional reception. Proficiency with Salesforce and RingCentral is highly valued, with growth opportunities in a growing wealth management firm.

Qualifications

• Prior experience in a high-touch client service environment is preferred.
• Strong organization, attention to detail, and ability to manage multiple priorities.
• Comfort with technology and ability to learn new systems quickly.
• Ability to maintain confidentiality and professional discretion.
• Excellent communication and hospitality mindset.

Responsibilities

• Serve as a welcoming first point of contact for clients, visitors, and partners.
• Greet clients and ensure needs are anticipated and addressed during visits.
• Maintain a polished reception area and prepare meeting spaces for client meetings.
• Coordinate advisor appointments and manage scheduling within Salesforce.
• Answer calls promptly using RingCentral and route to appropriate team members.
• Assist with administrative tasks, mail, and office supplies.
• Support events and client communications to strengthen relationships.
• Maintain client information and appointments across Salesforce and office systems.

Skills

Client experience

Scheduling

Office coordination

Administrative support

Phone handling

Salesforce

RingCentral

Microsoft Office

Event coordination

Hospitality

Tools

Salesforce

RingCentral

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

Microsoft Bookings

Job description

Capital A is seeking a warm, polished, highly organized Director of First Impressions to join our Cranberry Township office.

The Director of First Impressions is often the first touchpoint for clients and prospective clients and plays an important role in ensuring every interaction with Capital A feels welcoming, professional, and aligned with our culture.

This position combines client-facing hospitality, scheduling, office coordination, and administrative support. From greeting clients and preparing meeting spaces to managing incoming calls and coordinating advisor appointments, the Director of First Impressions helps create a seamless experience for both our clients and our team.

We're looking for someone who genuinely enjoys helping people, pays attention to the details others may overlook, is comfortable with technology, and takes pride in creating an exceptional experience.

Location: Cranberry Township, PA

Work Arrangement: Onsite

About the Opportunity

Capital A is seeking a warm, polished, highly organized Director of First Impressions to join our Cranberry Township office.

The Director of First Impressions is often the first touchpoint for clients and prospective clients and plays an important role in ensuring every interaction with Capital A feels welcoming, professional, and aligned with our culture.

This position combines client-facing hospitality, scheduling, office coordination, and administrative support. From greeting clients and preparing meeting spaces to managing incoming calls and coordinating advisor appointments, the Director of First Impressions helps create a seamless experience for both our clients and our team.

We're looking for someone who genuinely enjoys helping people, pays attention to the details others may overlook, is comfortable with technology, and takes pride in creating an exceptional experience.

Key Responsibilities

Client Experience

• Serve as a welcoming first point of contact for clients, prospective clients, business partners, and visitors
• Greet clients warmly and ensure their needs are anticipated and addressed throughout their visit
• Personalize the client experience, including displaying client names on office TVs and incorporating other thoughtful touches
• Maintain a welcoming, polished, and professional reception environment
• Ensure conference rooms are clean, organized, prepared, and client-ready before meetings
• Coordinate meeting-room needs, refreshments, materials, and other client hospitality details
• Notify Advisors and appropriate team members promptly when clients arrive
• Help ensure each client interaction reflects Capital A's commitment to exceptional service

Scheduling & Client Coordination

• Confirm Advisor appointments one business day in advance
• Schedule client review meetings and introductory calls accurately within Salesforce
• Ensure Salesforce records contain the complete and accurate information needed for review notifications and related documentation
• Send appointment reminders and appropriate follow-up communications to help reduce missed appointments
• Coordinate scheduling changes and communicate updates promptly to clients and team members
• Maintain accurate calendars and appointment information
• Follow established scheduling and documentation processes consistently
• Proactively identify missing or incomplete information and resolve issues before scheduled meetings

Phone & Communication Management

• Answer incoming calls promptly and professionally using RingCentral
• Strive to answer incoming calls live whenever possible, creating a responsive first experience with the firm
• Accurately identify callers' needs and route calls to the appropriate team member
• Take clear and complete messages and ensure they reach the appropriate person promptly
• Provide general assistance when appropriate while recognizing when a request should be escalated
• Maintain professionalism, discretion, and confidentiality in all client communications

Administrative & Office Support

• Oversee the reception area and help maintain an organized and professional office environment
• Monitor and order office and hospitality supplies
• Assist with incoming and outgoing mail, packages, deliveries, and correspondence
• Provide administrative support to Advisors and other team members as needed
• Assist with document preparation, scanning, data entry, and record maintenance
• Help coordinate office activities and special projects
• Maintain confidentiality when working with sensitive client, financial, and personal information

Marketing & Event Support

• Support client events and marketing initiatives through administrative coordination and outreach
• Contact clients and prospects to confirm event attendance
• Assist with invitations, reminders, and follow-up communications
• Prepare and send thank-you notes and other client correspondence
• Help create thoughtful touches that strengthen the client experience and Capital A relationships

Technology & Systems

Technology is an important part of this position. The Director of First Impressions will regularly work across multiple systems while managing client information, appointments, calls, and internal communications.

Salesforce proficiency is strongly preferred. Candidates without direct Salesforce experience should be highly tech-savvy, comfortable learning new applications, and able to become proficient in new systems quickly.

Technology used in this role includes:

• Salesforce
• RingCentral
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft Teams
• Microsoft Bookings
• Other client relationship, scheduling, and office technology

What We're Looking For

The successful candidate will bring a combination of hospitality, professionalism, organization, and technical aptitude to the position.

We're looking for someone who demonstrates:

• Exceptional client-service and interpersonal skills
• A warm, polished, and professional presence
• Strong attention to detail and commitment to accuracy
• Excellent organizational and time-management skills
• Strong written and verbal communication
• Dependability and consistent follow-through
• Confidence communicating with clients, prospective clients, and professionals at all levels
• Ability to manage multiple priorities, incoming calls, visitors, and scheduling needs while remaining composed
• Strong technology skills and the ability to learn new systems quickly
• Ability to maintain accurate information within Salesforce and other business systems
• Sound judgment and discretion when handling confidential client information
• A proactive mindset and willingness to anticipate the needs of clients and colleagues
• Ability to work collaboratively in a growing, fast-paced organization

Previous experience in wealth management, financial services, banking, professional services, hospitality, healthcare, legal services, or another high-touch client environment is helpful.

Compensation & Benefits

• Competitive base salary
• Bonus eligibility
• Medical, dental insurance
• 401(k) retirement plan with employer contribution/match
• Paid time off
• Paid holidays
• Life and disability insurance
• Parental leave
• Professional development opportunities
• Career development and advancement opportunities within a growing organization

Why Join Capital A?

Capital A is a growing wealth management and tax solutions organization where the client experience is everyone's responsibility.

As Director of First Impressions, you'll have an especially important role in bringing that philosophy to life. You'll be one of the first people our clients and prospects interact with, work closely with Advisors and colleagues throughout the firm, and help make sure the details behind an exceptional client experience happen consistently.

For someone who enjoys people, takes pride in the details, embraces technology, and wants the opportunity to grow within a fast-paced organization, this is an excellent place to build a career.

Capital A is committed to providing equal employment opportunities and fostering a professional, respectful, and inclusive workplace. Employment decisions are based on qualifications, merit, business needs, and applicable law.