Client Services Associate

Lumida Wealth•Wayne, NJ

1d•Onsite

About The Position

Lumida is an AI-first wealth advisor for people who want access to the same opportunities as institutions — public markets, private deals, and alternatives. Our mission is to transform wealth management — combining investment excellence and the best of trust and estate planning in a modern, tech-first experience. Our team shares the same mindset as our clients — curious, original, and driven to build what doesn’t yet exist. Recognized for our differentiated, non-consensus insights, Lumida is reshaping how modern investors build and enables its clients to invest beyond the ordinary. The Role We are hiring a Client Services Associate to serve as the front-line execution arm of Lumida’s U.S. Client Services team. This is not a coordination role — it is a high-ownership operator position responsible for executing every client commitment on time, every time. You will work side-by-side with the Client Services Governance Manager and report into U.S. Client Services leadership. You are the person who makes the deliverables calendar real — running distributions, drafting investor memos, preparing QBR packets, verifying wire instructions, refreshing Investment Policy Statements, and ensuring every active client receives a substantive touch within defined SLAs.

Requirements

2+ years in wealth management, private banking, asset management, or financial services operations
Hands-on experience with client servicing workflows in a high-touch advisory environment, including distributions, capital calls, IPS refreshes, and LP reporting
Working knowledge of CRM systems (HubSpot, Salesforce, or equivalent)
Advanced Excel skills; comfortable with Power BI, Tableau, or similar reporting tools
Bachelor’s degree with strong academic performance is required
Willingness to obtain a Series 65 is a must

Nice To Haves

Familiarity with Schwab Advisor Center, Addepar, Kubera, or comparable wealth and reporting platforms is a strong plus
Series 65 is a plus

Responsibilities

Execute proactive client outreach on a defined SLA — every active household receives a substantive touch within 30 days, top-tier households within 14 days. Pull and act on the weekly last-touch report; never let a client go silent.
Draft, coordinate, and distribute the firm’s monthly client newsletter — sourcing the CIO note, private-deal updates, and tax & planning content from internal contributors, routing through compliance, and tracking distribution metrics.
Prepare and quarterback Quarterly Business Reviews — scheduling, agenda prep, deck assembly, attendance documentation, and follow-up notes.
Own the firm’s Form ADV / Privacy Notice annual mailing cycle; track signature returns and surface gaps before they become compliance issues.
Manage client anniversaries, birthdays, and the client gifting program — every meaningful date acknowledged, every gesture executed with care.
Execute end-to-end distribution operations across all active private deal vehicles — investor roster prep, bank-on-file verification 10 business days pre-payout, wire instruction confirmation, payout coordination with fund administration, and post-distribution investor memo delivery.
Draft quarterly written investor updates for every active private deal — incorporating material events, valuation marks, secondary pricing where applicable, and CIO commentary. Publish a forward-looking calendar of update cadence so investors know what’s coming and when.
Maintain a centralized log of every investor communication sent — by deal, by date, by recipient — so the team can answer “when did this investor last hear from us” in seconds.
Coordinate with fund administration, custodians, and brokers on K-1s, capital calls, and tax materials; ensure investors receive complete, timely packages with zero follow-up needed.
Own the Investment Policy Statement refresh cycle — track expirations in HubSpot, schedule reviews on each client’s anniversary, prepare refresh packets, and close the loop with signed documents on file.
Execute the new client onboarding checklist from contract signature through Schwab account activation — document collection, IPS build, data vault setup, custodian paperwork, and the formal Sales-to-Client-Services handoff.
Manage client off-boarding with a documented exit interview and transition checklist — protecting goodwill and the referral pipeline on the way out.
Facilitate account opening, legal document signing, and compliance handoffs with zero delays and zero rework.
Maintain HubSpot client records to a zero-tolerance standard — every contact, deal stage, last-touch field, IPS expiration, and household tier kept current.
Manage the client data vault (Kubera or equivalent) — balance sheets, account statements, estate documents, insurance policies, and trust schedules organized and accessible.
Stand up and run a service-request triage channel with defined response SLAs by severity tier — nothing sits in an inbox unresolved, nothing escalates without a paper trail.
Update Standard Operating Procedures continuously as workflows evolve; the next person who joins should be able to step in cleanly.