***Click here to apply***

Client Service Specialist / Administrative Assistant

Is this you?

You might love this role if:

• You naturally notice details others miss (file names, dates, typos, missing signatures).
• You feel genuine satisfaction when a system is organized, up to date, and clearly documented.
• You’re comfortable with technology and enjoy learning new tools (CRMs, workflows, automations).
• You like being “behind the scenes” making sure clients feel known, remembered, and taken care of.
• You’re the kind of person who will restock the fridge, straighten the conference room, and send a thoughtful card — without being asked.

This role is not a fit if:

• You’re easily frustrated by new software or feel resistant to using multiple systems during the day.
• You prefer to work in isolation and don’t enjoy supporting a team.
• You see “small” tasks (labeling files, scanning, confirmations) as beneath you rather than essential to excellent service.

What You’ll Do

1. General Office & Hospitality

• Answer phones and route calls in a warm, professional manner.
• Manage incoming and outgoing mail, FedEx/UPS, scanning, and saving documents to the correct digital folders.
• Keep the office running smoothly:
  • Restock fridge and copier room supplies
  • Take out trash/recycling as needed
  • Coordinate cleaning and basic maintenance (lawn, snow, cleaning crew, handyman)
  • Check conference rooms and restrooms before client meetings to ensure a welcoming environment
• Coordinate and send client cards (birthdays, anniversaries, Thanksgiving, Christmas, and other special occasions).
• Coordinate with advisors and clients to schedule meetings and phone calls

2. Reporting & Client Meeting Support

• Help produce internal and client-facing reports, including those generated through Orion and internal reporting tools.
• Prepare meeting packets and digital materials using firm templates (PowerPoint, PDF, etc.).
• Assist with sending quarterly Orion emails and communications, including processes that run through Power Automate.
• Ensure reports and materials are correctly named, filed, and available to advisors before meetings.

3. Data Management & Document Handling - Serve as a guardian of data quality across:

• Client folders
• Salesforce
• Custodian portals
• SharePoint / file storage
• Download and save custodian statements, tax forms, and other key documents, following firm naming conventions and folder structures.
• Flag missing documents or inconsistencies and coordinate with the team to resolve them.
• Assist in organizing and tracking tax returns and related documents so that advisors and planners can easily access what they need.

4. Technology & Systems

• Work daily in a tech stack that may include Salesforce, Orion, Slack, SharePoint, Microsoft 365, Power Automate, DocuSign, and custodian portals.
• Follow and improve step-by-step workflows for client onboarding, maintenance, and reporting.
• Help troubleshoot light technology issues (file formats, basic printing/scanning, saving PDFs, etc.) and work with IT partners when needed.
• Bring a “systems mindset” — noticing where a checklist, template, or automation could prevent future errors.

5. Website & Communications Support

• Make simple updates to the firm’s website (e.g., posting updates, swapping out documents, updating bios/links) using the firm’s content tools.
• Assist with email campaigns or client notices when needed (e.g., quarterly updates, tax reminders, scheduling campaigns).
• Ensure that all communications reflect the firm’s tone: wise, empathetic, clear, and service-oriented.

What Success Looks Like

Within 6–12 months, success in this role looks like:

• The office runs smoothly and feels welcoming for every client visit.
• Files, statements, and tax documents are consistently saved, labeled, and easy to find. Advisors and planners trust that reports and meeting materials will be ready, accurate, and on time.
• Technology processes (like quarterly Orion emails and Power Automate flows) are running reliably, with you confident in how to kick them off, monitor them, and troubleshoot basic issues.
• Clients feel remembered, cared for, and confident that our team is on top of the details.

Qualifications

Required

• Experience in an administrative, client service, or operations role (professional office environment).
• Strong comfort with technology: confident navigating multiple systems, learning new software, and following digital workflows.
• Excellent organization skills and attention to detail.
• Strong written and verbal communication skills.
• Friendly, professional demeanor on the phone, over email, and in person.
• High level of integrity and discretion with confidential information.
• Desire to support a mission-driven firm helping clients pursue contentment and generosity.

Preferred

• Experience in a wealth management, RIA, or financial planning firm.
• Exposure to any of the following: Salesforce or other CRMs, Orion, Power Automate, SharePoint, DocuSign.
• Intermediate Microsoft Excel, Word, and PowerPoint skills (formatting, templates, mail merges, exporting to PDF).

Work Schedule & Location

• This role is designed as a full-time, in-office position at our Palatine, IL office.
• For the right candidate, we are open to discussing a reduced-hours schedule (part-time), provided:
  • You can maintain a consistent weekly schedule, and
  • You can be in the office on agreed-upon core days to support clients and the team.

Compensation & Benefits

• Competitive salary commensurate with experience.
• Health insurance, 401(k) with 6% match and profit-sharing, PTO, all NYSE holidays

How to Apply

Click the button at the top of the page to send us your resume and a brief note sharing:

1. Why this role and our mission resonate with you
2. An example of a time you used technology to improve a process or solve an operational problem