Client Operations Associate

Rockefeller Capital Management•City of Saratoga Springs, NY

About The Position

A Private Advisor team within our Rockefeller Global Family Office is seeking a motivated individual to join its growing practice as a Client Operations Associate. In this role, you’ll work closely with the Private Advisor team to support the daily operational needs of the practice and ensure a seamless client experience. The ideal candidate is technologically proficient, professional, and proactive. They excel at managing complex operational tasks, anticipating needs, and resolving issues quickly and accurately while supporting the team with solutions focused approach.

Requirements

3-5 years prior client service or executive support experience within financial industry, or equivalent experience, preferred
BA/BS degree
Excellent interpersonal and communication skills to interact with the Private Advisor team, business partners, clients, and multiple levels of staff and management.
High proficiency in Microsoft Office – Outlook, Word, Excel and PowerPoint
Detail-oriented with ability to prioritize and organize workflow
High attention to detail when handling filing systems, billing support, and confidential tax-related data
Exceptional ability to multitask with a strong sense of urgency and prioritize competing deadlines
Ability to work in a fast-paced, high intensity work environment as well as manage multiple tasks effectively with frequent interruptions

Nice To Haves

General knowledge base of basic finance and investment principles is a plus

Responsibilities

Manage aspects of calendars and phone lines by planning and scheduling meetings, conferences, teleconferences, and travel
Work with supporting staff to print and prepare client presentations, marketing collateral and other important materials for client-related meetings
Prepare client correspondence, obtain necessary management approvals, and transmit
Responsible for submitting the team’s monthly Travel and Expense report via Concur
Manage social media and marketing events
Manage filing responsibilities, including creating, maintaining, organizing, and archiving documents in accordance with team and client recordkeeping needs
Support billing responsibilities, including reviewing billing-related information, coordinating with internal partners, and helping ensure billing data is accurate and up to date
Manage tax data by collecting, organizing, tracking, and maintaining relevant client tax information and related documentation with a high degree of accuracy and confidentiality
Compile contact database to ensure contacts are accurate and up to date
Assisting with client online access
Oversee client insurance and annuities processing
Completing investment subscription documents
Review daily activity and reconcile current client activity, funds transfers and previous day’s activity and trades against various clearing firm systems to ensure accuracy
Process all client cashiering requests (money market redemptions, wires, checks, journals, check deposits, etc.)
Process new accounts and account maintenance, by obtaining all necessary approvals and ensuring all client documentation is returned, completed and approved
Handle operational aspects of client accounts including reporting on account holdings and investment performance, posting daily cash activity, and entering trade instructions
Maintain confidentiality, trust, and support at all times