Client Service Associate

About Our Firm

We are a longstanding financial planning and wealth management practice working with affluent individuals, families, and business owners in Napa and beyond. Through a comprehensive and personalized planning approach, we help clients address the complexities of wealth by providing guidance on investment management, retirement planning, insurance strategies, tax-efficient planning, and estate planning coordination.

We are committed to delivering a thoughtful, personalized, client-centered experience and fostering a collaborative, professional environment where team members are valued, supported, and encouraged to grow.

About the Role

We are seeking a highly organized, service-oriented Client Service Associate to support the insurance and financial planning functions of our practice, and provide periodic support to our investment team. This role is ideal for a detail-oriented professional who enjoys helping others, thrives in a fast-paced environment, and takes pride in delivering exceptional client service.

As an integral member of our team, you will play a key role in supporting client relationships, coordinating operational processes, managing important administrative functions, and helping ensure a seamless client experience. You will also gain valuable exposure to the financial planning profession and the operations of a growing advisory practice.

The ideal candidate is proactive, dependable, technologically savvy, and eager to learn new systems and processes. Previous financial services experience is preferred but not required.

Key Responsibilities

Client Service & Relationship Management

• Serve as a primary point of contact for clients, providing prompt, professional, and friendly service.
• Build and maintain positive client relationships through proactive communication and responsive support.
• Schedule and coordinate client meetings, prepare meeting materials, and assist with meeting follow-up.
• Coordinate client onboarding and account maintenance activities, periodically supporting our investment services team.
• Assist with client requests and ensure timely resolution of service-related matters.

Insurance & Financial Planning Support

• Prepare insurance applications for client signatures, submit for processing, and track cases from underwriting to policy delivery.
• Maintain ongoing policy service and carrier communications.
• Assist with organizing and electronically filing information needed for financial planning engagements.
• Help ensure regulatory and compliance-related documentation is complete and properly maintained.

Operations & Administrative Support

• Manage incoming phone calls, emails, and office correspondence.
• Maintain client databases and internal systems with accuracy and attention to detail.
• Coordinate workflows, track outstanding items, and monitor task completion.
• Maintain office organization, vendor relationships, equipment and supplies.

Technology & Process Management

• Utilize CRM (Redtail), planning (AdvicePay), and operational technology platforms efficiently and accurately.
• Learn and adopt new technologies and digital workflows as business needs evolve.
• Support a paper-light, technology-forward operating environment.

Qualifications

Required Qualifications

• Exceptional organizational and time-management skills.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Professional, friendly, client-focused demeanor.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong problem-solving skills and a proactive approach to responsibilities.
• High level of integrity, professionalism, and discretion when handling confidential information.
• Technologically savvy with the ability to quickly learn, navigate, and become proficient in new software platforms, systems, and digital tools.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and Teams.

Preferred Qualifications

• Associate's or Bachelor's degree.
• Experience in a financial services, professional services, administrative, client service, operations, or banking role.
• Experience working with CRM systems and other business technology platforms.
• Interest in financial planning, wealth management, insurance, or related professional services industries.

What Success Looks Like

• Deliver a consistently exceptional experience to clients.
• Demonstrate strong ownership and follow-through on tasks and responsibilities.
• Quickly become proficient in firm technology and operational systems.
• Contribute positively to our collaborative team environment.
• Help improve efficiency, organization, and client service throughout the practice.

Benefits

• Competitive salary
• Bonus opportunity
• Retirement plan
• Health insurance benefits
• Paid time off and holidays
• Professional development and training opportunities
• A collaborative and supportive team environment
• Opportunities for long-term growth and advancement

To Apply

If you are a highly organized, client-focused professional who enjoys working with people, embracing technology, and contributing to a team dedicated to exceptional client service, we encourage you to apply.

We look forward to learning more about you.

Pay: $55,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person