Administrative Assistant / Client Service Coordinator
About The Position
Administrative Assistant / Client Service Coordinator Guided Wealth Advisors Williston, Vermont | In-Office | Full-Time Guided Wealth Advisors, a Private Wealth Advisory Practice of Ameriprise Financial, is seeking a full-time Administrative Assistant / Client Service Coordinator to join our dynamic and growing team. This is a highly visible, client-facing role and a critical part of the overall client experience. The Administrative Assistant / Client Service Coordinator serves as the first point of contact for clients and visitors and plays an essential role in ensuring the office operates smoothly and professionally each day. We are looking for a detail-oriented, proactive, and personable individual who takes pride in organization, follow-through, and creating a welcoming environment for clients and team members alike. Position Overview The Administrative Assistant / Client Service Coordinator provides comprehensive administrative, operational, and front-office support to the advisory team. This individual is the face of the practice and is expected to consistently present a friendly, professional, and polished presence—both in person and over the phone. This role requires strong attention to detail, the ability to manage multiple priorities, and a collaborative mindset.
Requirements
- 5-7 years of experience in administrative, client service, front-office role, or financial services
- Strong communication and interpersonal skills
- Exceptional attention to detail and organizational skills
- Ability to manage multiple tasks and priorities effectively
- Proficiency with Microsoft Office; CRM experience (Salesforce a plus)
- Professional, dependable, and service-oriented demeanor
- Enjoys being client-facing and takes pride in being a positive representative of the practice
Nice To Haves
- Experience in financial services is a plus, but not required
Responsibilities
- Greet clients and visitors warmly and professionally, in person and over the phone
- Serve as the first point of contact for incoming calls and direct inquiries to appropriate team members
- Maintain a professional and welcoming reception area at all times
- Reach out to clients as needed for administrative follow-up and coordination
- Schedule and coordinate advisor calendars and client appointments
- Assist with meeting preparation and follow-up
- Maintain accurate client data and records within the CRM
- Process paperwork, including third-party authorization forms, and maintain updated third-party lists
- Maintain check and mail logs and assist with document processing and filing
- Expedite and track client tax documents
- Follow up with third parties to ensure timely completion of requests
- Support gift compliance processes, including tracking, documentation, and coordination as required
- Maintain and update referral tracking spreadsheets and related documentation
- Send celebration cards and client correspondence
- Assist with client events and office-hosted meetings
- Organize lunch meetings and internal staff meetings as needed
- Order and maintain office supplies
- Coordinate special projects as assigned
- Provide general administrative support to ensure smooth day-to-day operations
Benefits
- 401(k): Eligible after 3 months
- Paid Time Off (PTO): 2 weeks in the first year
- Paid holidays: 13 days
- Birthday personal day
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
