Client Service Associate

Position Summary:   

The Client Service Associate provides high-touch personal accounting, executive administrative support, and investment operations assistance to ultra-high net worth clients at Cerity Partners, blending hands-on bookkeeping and bill pay responsibilities in QuickBooks with executive assistant-level client service, investment and custodial support, and client meeting coordination. The ideal candidate is highly organized and comfortable serving as a trusted point of contact for clients, their families, household staff, and outside advisors, exercising sound judgment and strong time management to juggle multiple priorities across several clients. 

Primary Responsibilities  

Bill Pay & Personal Accounting 

• Organize and manage a daily cycle of account payable invoices with QuickBooks software. 

• Review vendor statements and work with vendors to keep invoices current and resolve billing issues. 

• Work with payroll company to ensure payroll is properly processed and that reports are properly filed. 

• Regular review and monthly reconciliations of bank accounts. 

• Ownership of annual 1099 process and filing, including analyzing which vendors should receive 1099s. 

• Prepare accounting reports. 

• Point person for questions pertaining to bill payment, client requests, QuickBooks, etc. 

Executive & Administrative Support 

• Day-to-day communication with clients, their household staff, and outside advisors (attorneys, CPAs, insurance brokers) via telephone and email. 

• Serve as Chief of Staff for ultra-high net worth client, coordinating priorities and daily needs. 

• Liaise with client insurance broker and assist team with insurance review. 

• Coordinate calendar, travel, and scheduling as needed. 

• Draft correspondence and manage other confidential personal matters on the client's behalf. 

• Coordinate with household staff and outside vendors on the client's behalf. 

• Demonstrate initiative and judgment, particularly in meeting client requests. 

• Work independently and collaboratively in a team environment. 

• Maintain organized files and time management among various clients. 

• Miscellaneous administrative team support, including but not limited to, mailing, scanning, and electronic document management. 

Investment & Custodial Support 

• Frequent custodian interaction and paperwork processing; process account openings, funding, electronic check deposits, and money movements with custodians (primarily Fidelity). 

• Responsible for cash transfers, wires, data maintenance, reporting, and trading as needed. 

• Develop knowledge of investment accounts, products, and the forms required to transact business; learn how to trade client accounts (e.g., buy and sell securities). 

• Assist with ongoing client data management, including tax, investment, and other relevant information. 

• Prepare client-specific reports (tax documents, quarterly investment reports, etc.). 

Client Meeting & CRM Support 

• Assist with basic preparation and follow-up for client meetings, including preparing client forms and financial reports in advance. 

• Attend meetings to take notes and send summaries to both the client and the advisory team. 

• Ongoing maintenance and quality control of CRM (Salesforce). 

• Receive client calls and resolve questions/issues as needed. 

• Assist with internal coordination across departments to ensure tasks and follow-up are completed in a timely manner. 

• Regular interaction with third parties and high-net-worth clients. 

Required Qualifications:  

• 5+ years of bookkeeping or personal accounting experience, ideally supporting high net worth individuals or family offices. 

• Prior experience as an executive assistant, personal assistant, or in a similar support role for a principal or high net worth individual. 

• Demonstrated discretion and sound judgment in handling sensitive personal and financial information. 

• Organizational skills. 

• Strong time management skills and ability to prioritize tasks to meet deadlines. 

• A strong knowledge of QuickBooks, Excel, Word, Outlook and Salesforce is preferred. 

• Familiarity with personal insurance policies and ability to liaise with brokers on coverage questions. 

• Strong communication skills, both written and verbal. 

• Poise and professionalism when managing time-sensitive requests. 

• Ability to take ownership of work in an entrepreneurial team environment. 

• Willingness to support Personal Accounting and Wealth Management teams in various tasks and projects. 

Skills & Competencies: 

• Demonstrate strong and effective communication, organizational and time management skills. 

• Drive to learn 

• Detail oriented 

• Ability to work in a team based/collaborative environment. 

• Must accept and thrive in a fast-paced, changing environment. 

• Adherence to all compliance policies & procedures. 

• Demonstrate the Cerity Partners culture. 

Physical Requirements: 

• Prolonged periods sitting at a desk and working on a computer. 

• Must be able to lift up to 15 pounds at times. 

Compensation Range: 

$65,000 - $75,000 

Why Cerity Partners: 

Our people drive our success by working together to deliver exceptional service to our clients. Below is a glimpse of the key elements of our total rewards package: 

• Health, dental, and vision insurance – day 1! 

• 401(k) savings and investment plan options with 4% match 

• Flexible PTO policy 

• Parental Leave 

• Financial assistance for advanced education and professional designations 

• Opportunity to give back time to local communities 

• Commuter benefits