Client Services Associate

Job Title: Client Services Associate

Reports To: Lead Advisor
Location: Herndon, VA
Position Type: Full-Time In-Office 

Firm Summary

Birks Financial is a small wealth management firm with established marketing, new client acquisition, and client servicing processes that has been in business for 30 years. Our services have expanded organically over time as we find consistent patterns of what our clients need services for, and now principally covers investment management, retirement planning, estate planning, and tax planning. The firm is currently expanding the team to service the firm’s existing and new clients to manage new growth. Birks Financial currently manages ~$300M in client assets and brings on 12 clients/$25M annually. The goal is to grow to manage $1B in client assets in 10 years (by 2035).

Position Summary

The Client Services Associate (CSA) is responsible for delivering white-glove, concierge-level client service and operational support to ensure a seamless client experience. This role serves as the primary point of contact for administrative and service-related inquiries, supporting the Lead Advisor in managing client relationships, assisting with the new client pipeline, and ensuring timely, accurate execution of client requests. For CSAs who wish to develop along the advisory track, this role can be scoped to include paraplanning support.

Key Responsibilities

• Client Service & Communication 
  • Serve as the first point of contact for client inquiries via phone, email, or portal.
  • Be the key voice of Birks Financial.
  • Provide timely, accurate responses and proactive updates to clients. 
  • Schedule and confirm client meetings, prepare meeting materials, and follow up on action items. 
  • Must be proactive and confident in answering incoming calls promptly, ensuring client needs are addressed with professionalism and a solutions-oriented approach.
  • Helps the lead advisor to manage client expectations around custodian requests.
  • Support thoughtful outreach around key client dates.
• Account Administration 
  • Process account openings, transfers, and maintenance requests. 
  • Conduct rollover calls and client onboarding processes.
  • Coordinate with custodians and vendors to ensure accurate and timely execution of transactions. 
  • Maintain organized and compliant client records in CRM and document management systems. 
  • Assist in billing processes.
• Operational Support 
  • Monitor workflows to ensure deadlines are met and tasks are completed accurately. 
  • Update and create new workflows as necessary to help run business.
  • Support compliance processes, including document retention and audit preparation. 
  • Accurate data entry and comprehensive client information management.
• Marketing Support 
  • Manage attendance and marketing for new client seminars.
  • Attend evening marketing seminars (14 times per year).
  • Conduct seminar scheduling follow-up.
• Team Collaboration 
  • Work closely with the Lead Advisor to ensure a consistent client experience. 
  • Participate in team meetings and contribute to process improvements. 
  • Actively contribute ideas and best practices from previous experiences to improve operations.
• Office Management
• Maintain office supplies inventory (e.g., pens, paper, printer ink) and reorder as needed.
• Ensure common areas (kitchen, meeting rooms) are tidy and stocked (e.g., dishes, coffee supplies).
• Coordinate with vendors for office equipment maintenance and repairs.
• Support onboarding of new team members with workspace setup.
• Paraplanning (depending on CSA advisory track)
  • Help with tax & financial planning software data entry and report generation.
  • Assist with preparation of financial reports, statements, and client deliverables. 
  • Assist in financial plan preparation
  • Assist in annual review/client call preparation

Other duties as assigned.

Qualifications

• Bachelor’s degree in business, finance, accounting, or related field preferred. 
• 1–3 years of experience in financial services, client service, or related high-touch industries preferred, but not required.
• Background as an executive assistant or in luxury service industries (hospitality, retail, etc.) is highly desirable.

Skills & Characteristics

• Strong organizational skills and attention to detail. 
• Strong interpersonal skills are non-negotiable

Technology Proficiency

• Highly desirable: Charles Schwab, CRMs (WealthBox), eMoney, Holistiplan, DocuSign
• Non-negotiable: Microsoft Office.

Performance Metrics

• Client satisfaction and responsiveness (e.g., inquiries addressed within 24 hours). 
• Accuracy of client documentation and error-free processing. 
• Compliance with regulatory and firm standards. 
• Contribution to team collaboration and operational efficiency. 
• Office readiness and supply management effectiveness.

Compensation & Benefits:

Total Compensation: $55,000 - $85,000

Additional Compensation/Bonus Structure:

• Discretionary bonus/profit share based on individual performance metrics and overall firm growth.

Professional Growth & Development:

• Funded training and professional certifications
• Clear upward career mobility (Senior CSA, Chief of People, Advisor track, etc.)
• Salary increase upon attainment of advisory license

Benefits:

• Health insurance
• 401(k) eligibility and 4% employer match
• Paid bank holidays
• Paid vacation time