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Administrative Assistant

4 weeks ago

Williston, VT, United States Ameriprise Financial Full time

Administrative Assistant / Client Service Coordinator

Guided Wealth Advisors
Williston, Vermont | In-Office | Full-Time

Guided Wealth Advisors, a Private Wealth Advisory Practice of Ameriprise Financial, is seeking a full-time Administrative Assistant / Client Service Coordinator to join our dynamic and growing team.

This is a highly visible, client-facing role and a critical part of the overall client experience. The Administrative Assistant / Client Service Coordinator serves as the first point of contact for clients and visitors and plays an essential role in ensuring the office operates smoothly and professionally each day.

We are looking for a detail-oriented, proactive, and personable individual who takes pride in organization, follow-through, and creating a welcoming environment for clients and team members alike.

Position Overview

The Administrative Assistant / Client Service Coordinator provides comprehensive administrative, operational, and front-office support to the advisory team. This individual is the face of the practice and is expected to consistently present a friendly, professional, and polished presence—both in person and over the phone.

This role requires strong attention to detail, the ability to manage multiple priorities, and a collaborative mindset.

Key Responsibilities

Client Experience & Front Office Support

  • Greet clients and visitors warmly and professionally, in person and over the phone
  • Serve as the first point of contact for incoming calls and direct inquiries to appropriate team members
  • Maintain a professional and welcoming reception area at all times
  • Reach out to clients as needed for administrative follow-up and coordination

Administrative & Operational Support

  • Schedule and coordinate advisor calendars and client appointments
  • Assist with meeting preparation and follow-up
  • Maintain accurate client data and records within the CRM
  • Process paperwork, including third-party authorization forms, and maintain updated third-party lists
  • Maintain check and mail logs and assist with document processing and filing
  • Expedite and track client tax documents
  • Follow up with third parties to ensure timely completion of requests

Compliance & Tracking

  • Support gift compliance processes, including tracking, documentation, and coordination as required
  • Maintain and update referral tracking spreadsheets and related documentation

Marketing & Client Engagement

  • Send celebration cards and client correspondence
  • Assist with client events and office-hosted meetings
  • Organize lunch meetings and internal staff meetings as needed

Office & Practice Support

  • Order and maintain office supplies
  • Coordinate special projects as assigned
  • Provide general administrative support to ensure smooth day-to-day operations

Qualifications

  • 5-7 years of experience in administrative, client service, front-office role, or financial services
  • Experience in financial services is a plus, but not required
  • Strong communication and interpersonal skills
  • Exceptional attention to detail and organizational skills
  • Ability to manage multiple tasks and priorities effectively
  • Proficiency with Microsoft Office; CRM experience (Salesforce a plus)
  • Professional, dependable, and service-oriented demeanor
  • Enjoys being client-facing and takes pride in being a positive representative of the practice

Compensation & Benefits

  • Compensation: $22-$27 per hour
    • Non-exempt
  • 401(k): Eligible after 3 months
  • Paid Time Off (PTO): 2 weeks in the first year
  • Paid holidays: 13 days
  • Birthday personal day

How to Apply

If you are a motivated and organized professional who enjoys supporting a team and creating a positive client experience, we encourage you to apply. Please submit your resume and cover letter for consideration.

Equal Opportunity Employer

Guided Wealth Advisors is an equal opportunity employer. We encourage applications from candidates of all backgrounds and experiences.