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About the Role

The Client Service Associate provides high-touch personal accounting, executive administrative support, and investment operations assistance to ultra-high net worth clients. This role blends hands-on bookkeeping and bill pay responsibilities 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.

Responsibilities

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.
Serve as the point person for questions pertaining to bill payment, client requests, and QuickBooks.
Handle day-to-day communication with clients, their household staff, and outside advisors 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.
Provide miscellaneous administrative team support, including mailing, scanning, and electronic document management.
Process frequent custodian interaction and paperwork, including account openings, funding, electronic check deposits, and money movements.
Handle 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.
Assist with ongoing client data management, including tax, investment, and other relevant information.
Prepare client-specific reports (tax documents, quarterly investment reports, etc.).
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.
Perform 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.
Engage in regular interaction with third parties and high-net-worth clients.

Requirements

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.
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.
Must be authorized to work for any employer in the U.S.

Skills

QuickBooks
Excel
Word
Outlook
Salesforce
Communication skills
Organizational skills
Time management skills
Detail oriented
Ability to work in a team based/collaborative environment
Ability to thrive in a fast-paced, changing environment
Adherence to all compliance policies & procedures
Demonstrate the Cerity Partners culture

Location

Onsite

Work Type

Full-time

Experience Level

5+ years

Salary/Compensations

$65,000 - $75,000

Benefits

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

About the Company

Our people drive our success by working together to deliver exceptional service to our clients.
Cerity Partners is committed to providing an environment where all individuals can be their authentic selves.
We are dedicated to building an inclusive and diverse workforce.

Equal Opportunity

We are an Equal Opportunity Employer who respects each individual and supports the diverse cultures, perspectives, and experiences of our colleagues.
We will not discriminate based on race, religion, national origin, sex, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by law.
Cerity Partners is committed to working with and providing accommodations to applicants with disabilities or special needs. For those needing accommodations, please reach out to careers@ceritypartners.com.