Virtual Executive Assistant / Client Services Coordinator

Openkrill; United States; Remote; USD 40,000 - 62,000; Full time

Benefits offered by this job

Remote work

Birthday bonus

Testimonial bonus

Entry monthly raffle

No tracker

Job summary

Assist World is hiring a Virtual Executive Assistant / Client Services Coordinator to be the first contact for clients. The role supports light scheduling, calendar tasks, and CRM upkeep while helping manage client communications.

You will occasionally join virtual calls for brief introductions, assist with weekly team meetings, and help run client webinars every other week. The position offers long-term growth in a remote setting.

Qualifications

• Minimum 3 years of experience in customer service, EA, front-desk or receptionist roles.
• Experience with scheduling and calendar coordination is required.
• Comfort with AI drafting tools to respond to clients is a plus.

Responsibilities

• Answer inbound calls and be the first contact for clients.
• Support light scheduling and calendar tasks.
• Help run client webinars and virtual team meetings approximately every two weeks.
• Assist with CRM data entry and keeping records updated.
• Join Zoom/Teams briefly to introduce clients before advisor handoff.
• Communicate task updates via WhatsApp, Teams or chat.

Skills

Customer service

Executive assistant

Front desk

Phone etiquette

Scheduling

CRM access

Team coordination

Tools

OpenPhone/Quo

PhoneBurner

Zoom

Microsoft Teams

Claude

ChatGPT

Copilot

Job description

Company Overview

A boutique financial advisory practice led by a financial advisor serving individual clients with wealth management, financial planning, and investment guidance. The firm operates in partnership with a larger financial services organisation and is preparing for continued growth over the coming months.

Role Overview

The firm is hiring a dedicated Virtual Executive Assistant / Client Services Coordinator to be the first point of contact. This person will answer inbound phone calls, support light scheduling and calendar tasks, and help keep the practice organised as it grows.

Call volume is currently light, so the role will also include outbound follow-up calls and emails to existing clients, along with support for recurring virtual team meetings and client webinars.

This is a long-term, relationship-based role. The goal is to have one consistent person that the practice and its clients can get to know over time, rather than a rotating phone service.

Key Responsibilities

• Answer inbound phone calls professionally as the first point of contact, starting October 2026
• Make light outbound calls to existing clients only - never cold calling
• Send and respond to follow-up emails with existing clients, using AI tools such as Claude, ChatGPT or Copilot to help draft responses
• Manage scheduling and calendar coordination for client meetings
• Join Zoom/Teams calls briefly (5-10 minutes) to introduce clients before handing off to the advisor
• Support the weekly internal team Zoom meeting
• Set up and help run client webinars approximately every two weeks
• Handle light administrative and data-entry tasks, including keeping CRM records updated
• Communicate with the team via WhatsApp, Teams or chat for day-to-day task updates

Skills & Tools

• Minimum 3 years of relevant experience in customer service, EA, front-desk or receptionist roles
• Prior cold-calling or sales experience is a strong plus, although this role does not involve cold calling
• Comfortable using VoIP/phone systems such as OpenPhone/Quo or PhoneBurner
• Working knowledge of Zoom and Microsoft Teams
• Comfortable using AI tools such as Claude, ChatGPT and Copilot
• Clear and professional phone manner
• Financial services experience is a plus but not required
• Trustworthy, organised and detail-oriented
• Comfortable working towards increased responsibility, including client scheduling and CRM access

Why Join Assist World?

• 100% REMOTE
• $50 birthday bonus
• $200 testimonial bonus
• $500 entry monthly raffle
• NO TRACKER. NO PROBLEM