Client Service Associate

Clearstead Advisors LLC•Norfolk, VA

6d•$70,000 - $90,000

About The Position

The Private Client Service Associate (CSA) plays a critical role in delivering an exceptional client experience within the Private Client Group. This position serves as a primary and or secondary point of contact for clients, supports Managing Directors, and ensures smooth execution of all operational and administrative activities. The CSA is responsible for managing day-to-day client service needs, coordinating with custodians, preparing meeting materials, and contributing to the overall efficiency and professionalism of the team. This individual must be highly organized, detail oriented, solutions focused, exceptional team player, and committed to maintaining the highest standards of client service. This role also requires strong collaboration across departments to ensure alignment, efficiency, and seamless service delivery to clients.

Requirements

Bachelor’s degree preferred or equivalent relevant experience.
2–5 years of experience in financial services, wealth management, or client service roles preferred.
Strong knowledge of investment accounts, custodial processes, and financial terminology (experience with Fidelity and Schwab is a plus).
Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
Strong communication and relationship-building skills.
Ability to work both independently and collaboratively in a fast-paced, client-centric environment.
Proficiency with CRM systems and Microsoft Office Suite; willingness to learn new technologies.
Client-first mindset with a commitment to service excellence
Problem-solving and critical-thinking abilities
High level of accountability and discretion
Professionalism, reliability, and team collaboration
Ability to remain calm and effective under pressure

Nice To Haves

Experience with Fidelity and Schwab is a plus.

Responsibilities

Serve as a point of contact between clients, Managing Directors by proactively managing client inquiries and service requests.
Build strong, trusting relationships with clients through timely communication, follow-up, and service excellence.
Support Managing Directors in the creation of business plans aimed at client retention, relationship growth, and revenue development.
Maintain a deep understanding of client needs, ensuring a personalized and positive client experience.
Partner closely with other departments including Compliance, Operations, Tax, Financial Planning and Finance to ensure smooth execution of client requests and adherence to firm-wide processes.
Facilitate investment account transactions at custodians (primarily Fidelity and Schwab), including opening and closing accounts, transferring assets, money movement (wires, ACH, journals), charitable gifting, trust distributions, and general account maintenance and documentation.
Work directly with Fidelity, Schwab, and other service teams to troubleshoot issues, resolve escalations, expedite high-priority items, and navigate complex or non-standard transactions.
Ensure all forms, paperwork, and digital workflows are completed accurately and processed in accordance with compliance, regulatory, and custodial requirements.
Assist in the administration of alternative investments by monitoring and coordinating capital calls, distributions, and related documentation.
Maintain accurate records and ensure timely communication with clients and internal teams regarding alternative investment activity.
Manage all logistics for client meetings, including scheduling, coordinating with Managing Directors, preparing agendas, and confirming details with clients.
Assist in the preparation, assembly, and finalization of all client meeting materials, ensuring accuracy, completeness, and professional presentation.
Update CRM records and client files with meeting notes, follow-up tasks, and service outcomes.
Support overall office organization and operational efficiency.
Develop a strong understanding of firm technology platforms, tools, and systems to effectively complete work in a fully or primarily paperless environment.
Actively contributes to internal process improvements and best practices for enhancing workflow efficiency and client service delivery.
Perform additional duties and projects assigned to support team and firm-wide initiatives.