Client Services Team Assistant

Summary of Competitive Benefits & Perks:

• Health/Medical Insurance including Dental and Vision
• 401(k) with company match
• Paid time off
• Bonus/Target Incentive
• Tuition Reimbursement
• Complimentary usage of modern in-house fitness center
• On-premise full-service dining center discounts
• Discounts via the company’s EAP
• Monthly Employee Recognition Programs
• Referral bonus
• Pre-tax transportation options
• Plus more!

Company Core Values:

• Excellence: Demonstrates a commitment to continuous improvement, innovation, and achieving the highest possible standards for performance.
• Results: Consistently going above and beyond to deliver exceptional results and value for the team and the organization.
• Ethics/Integrity: Demonstrates a commitment to integrity, peer respect, and fairness. Continuously demonstrates a strong work ethic by exhibiting an indisputable drive to get the job done.
• Teamwork: Demonstrates a commitment to collaboration, mutual respect, and shared responsibility in achieving common goals. 

Essential Job Functions of the Client Services Team Assistant:

• Deliver exceptional service by communicating clearly and effectively with clients and internal team members to resolve issues in a timely and professional manner.
• Respond promptly to client requests and inquiries, resolving issues with a client-first approach.
• Handle client calls and resolve questions, transactions and service requests with professionalism and precision.
• Monitor and follow-up with Client Service staff on recurring tasks, including overdraft remediation and account reviews to ensure compliance and operational efficiency.
• Distribute and track weekly and monthly reports, following up on items requiring action. 
• Maintain organized and accurate electronic account files including trust account documentation and correspondence to ensure consistency and compliance with policies.
• Utilize internal CRM platform and trust accounting system to complete account maintenance, report generation and document management.
• Support Team Leaders and Chief Client Service Officer with scheduling, agenda preparation, meeting notes, and follow – up on action items.
• Manage operational tasks to include client letters, check processing, class action distributions, and account documentation.
• Oversee the daily sorting and distribution of incoming mail, ensuring timely delivery to appropriate team members. Scan and post incoming checks accurately and promptly.
• Coordinate with external vendors to ensure efficient and timely service delivery.
• Prepare presentation materials, pitchbooks and supporting documentation for client meetings.
• Maintain office supplies and ensure the client services area is organized and fully stocked.
• Serve as a back-up to Client Service Associates to ensure continuity of service.
• Other duties and special projects as assigned.

Required Skills and Abilities of the Client Services Team Assistant:

• Meticulous attention to detail and a commitment to accuracy in all tasks
• Ability to multitask, prioritize, and manage time effectively in a high-volume, fast paced setting
• Strong organizational and follow-through skills
• Excellent verbal and written communication skills
• High level of professionalism, discretion and integrity
• Client-centric mindset with a proactive, problem-solving attitude
• General knowledge of investment products
• Comfortable with technology and systems; proficiency in Microsoft Office required
• Demonstrated ability to work independently and collaboratively within a team environment

Required Education / Experience of the Client Services Team Assistant:

Bachelor’s Degree or equivalent work experience
1-2 years of experience in client services

Working Conditions / Physical Requirements / Travel:

This position is based in an office environment with prolonged periods of sitting at a desk and working on a computer.
This position does not require travel.

Core Job Competencies of the Client Services Team Assistant:

Customer service focus – responds to customer service requests in a timely, professional, and enthusiastic manner; gives high priority to customer satisfaction.
Reliability – Consistently good in quality and performance; ability to be trusted and depended on in one’s job
Integrity – Upholding generally accepted social and ethical standards in job-related activities and behaviors.