Receptionist

RECEPTIONIST

Location: Gardiner, Maine (in the office)
Company: J.M. ARBOUR
Compensation: Competitive Base Salary + Performance-Based Bonus + Firm Growth Bonus
Schedule: Full-Time (40+ hours weekly)

About the Firm

J.M. ARBOUR (JMA) is a multi-family office serving successful families, executives, and business owners through integrated wealth management solutions. Our firm provides investment management, retirement plan advisory, tax strategy coordination, insurance planning, and estate planning collaboration.

Our clients expect a highly personalized, proactive, and organized experience. Every interaction with J.M. ARBOUR should reflect the professionalism, responsiveness, and attention to detail that our clients have come to expect from their wealth management team.

As the firm continues to grow, we are expanding our front-office and administrative team to ensure that our clients, advisers, employees, and business partners receive exceptional support.

We are looking for a Receptionist who is much more than a traditional receptionist. This person will serve as one of the primary faces and voices of J.M. ARBOUR while also managing a wide range of scheduling, communications, facilities, event, and administrative responsibilities.

The ideal candidate is happy, upbeat, warm, professional, highly organized, exceptionally responsive, and comfortable working in a fast-paced, high-volume environment.

This position is designed for someone who genuinely enjoys helping people, takes pride in making others' lives easier, and naturally notices what needs to be done without waiting to be asked.

Role Overview

The Receptionist plays a critical role in creating the first impression and day-to-day experience of J.M. ARBOUR.

This individual will welcome clients and guests, manage a high volume of incoming calls, coordinate calendars and meetings, monitor communications, support client events, maintain the office environment, and assist with recurring administrative responsibilities.

The person in this position will regularly interact with:

● High-net-worth clients and families

● Prospective clients

● J.M. ARBOUR advisers and employees

● Attorneys, CPAs, insurance professionals, and other professional partners

● Vendors and contractors

● Other businesses located within the building

This role requires someone who can move quickly between competing priorities while remaining pleasant, composed, organized, and detail-oriented.

The professional in this position must be able to:

● Create an exceptional first impression for every person who interacts with J.M. ARBOUR

● Handle a very high volume of phone calls and visitors

● Manage scheduling for multiple advisers and team members

● Coordinate communications and follow-up

● Maintain a professional and welcoming office environment

● Support client events and workshops

● Complete recurring administrative responsibilities accurately

● Anticipate needs and proactively address issues

● Help free senior administrative professionals to focus on higher-level responsibilities

The ideal candidate combines exceptional people skills with strong organizational and administrative instincts.

Client Communications

A central responsibility of this role is ensuring that every client, prospect, guest, and caller experiences J.M. ARBOUR as responsive, professional, organized, and welcoming.

Responsibilities include:

● Welcoming clients, prospects, guests, vendors, and visitors

● Notifying appropriate person when guests arrive

● Answering a high volume of incoming calls

● Monitoring and managing JMA voicemail

● Routing calls and messages to the appropriate person

● Handling general inquiries professionally and courteously

● Scheduling and rescheduling appointments across multiple advisers and team members

● Managing last-minute scheduling changes and cancellations

● Monitoring JMA's general email inbox

● Routing, responding to, and following up on communications as appropriate

● Maintaining a high level of responsiveness with clients and prospects

● Sending client greeting cards, thank-you notes, birthday cards, sympathy cards, and other correspondence

● Assisting with new-client onboarding administrative tasks

● Assisting with maintaining appropriate client meeting schedules and cadence

Professionals who succeed in this role genuinely enjoy interacting with people and take pride in making every person feel welcomed and taken care of.

Front Office & Client Experience

The Receptionist is responsible for maintaining a polished, professional, and welcoming front-office experience.

Responsibilities include:

● Maintaining the reception area and other client-facing spaces

● Greeting every visitor promptly and professionally

● Preparing conference rooms for client and professional meetings

● Ensuring hospitality areas are appropriately stocked

● Maintaining coffee, water, refreshments, and other hospitality supplies

● Assisting clients and guests with reasonable requests while they are in the office

● Coordinating visitors, vendors, and deliveries

● Ensuring the office is consistently ready to receive clients

● Identifying opportunities to improve the client experience

The Receptionist should understand that every interaction matters and that small details can have a meaningful impact on the client experience.

Scheduling & Administrative Coordination

A significant component of this position is managing a large volume of scheduling and recurring administrative responsibilities.

Responsibilities include:

● Scheduling and rescheduling client meetings

● Coordinating calendars for multiple advisers and team members

● Scheduling conference rooms

● Resolving scheduling conflicts

● Confirming meetings and logistics

● Ensuring clients are scheduled according to their required meeting frequency

● Proactively identifying clients who need to be scheduled

● Assisting with follow-up scheduling after client meetings

● Coordinating appointments with outside professionals and vendors

● Managing competing scheduling requests efficiently

● Maintaining accurate calendars and scheduling records

This role requires exceptional organization and the ability to manage many moving pieces simultaneously.

Facilities & Office Management

The Receptionist will serve as an important day-to-day resource for the J.M. ARBOUR office and building.

Responsibilities include:

● Serving as the on-site point of contact for lessees and contractors

● Greeting and coordinating contractors and vendors

● Receiving and directing deliveries

● Ordering office, janitorial, and hospitality supplies

● Ordering equipment and other office necessities

● Monitoring inventory and proactively reordering supplies

● Maintaining public areas of the office

● Maintaining reception areas and conference rooms

● Identifying facility issues and coordinating appropriate resolution

● Helping ensure the office remains clean, organized, professional, and client-ready

The ideal candidate takes ownership of the physical office environment and notices when something needs attention before someone else has to point it out.

Events & Workshops

J.M. ARBOUR regularly hosts client events, workshops, and other gatherings. The Receptionist will provide administrative and logistical support for these activities.

Responsibilities include:

● Documenting and maintaining event RSVP lists

● Calling or emailing attendees with reminders as needed

● Following up with invitees who have not responded

● Preparing attendee folders

● Preparing adviser bags and other workshop materials

● Assisting with event setup

● Preparing conference rooms and event spaces

● Supporting registration and hospitality

● Assisting with event-day logistics

● Helping ensure events are organized and professionally executed

Strong attention to detail and a willingness to jump in wherever needed are important to success in this area.

Clerical & General Administrative Support

The Receptionist will also provide a variety of recurring clerical and administrative support.

Responsibilities include:

● Processing incoming and outgoing mail

● Receiving and distributing packages

● Scheduling conference rooms

● Ordering client gifts

● Ordering employee gifts

● Coordinating flowers, baby gifts, Stonewall gifts, and other special items

● Assisting with client appreciation initiatives

● Processing terminated client administrative tasks

● Maintaining accurate records and administrative checklists

● Completing recurring administrative tasks on time

● Assisting with special projects

● Supporting the executive and administrative teams with tasks that can appropriately be delegated

● Taking ownership of routine responsibilities without requiring constant direction

The goal of this position is to ensure that recurring front-office and administrative responsibilities are handled consistently and proactively so that other members of the team can focus on higher-level work.

Support for Other Companies in the Building

J.M. ARBOUR shares its building with other professional organizations. The Receptionist will provide reasonable front-office support to these organizations as part of maintaining a collaborative and professional building environment.

The Receptionist should be comfortable providing professional, courteous assistance to building partners while maintaining appropriate boundaries and priorities.

High-Volume Environment & Multitasking

This is a high-volume position.

The Receptionist may simultaneously be answering a phone call, greeting a client, responding to a scheduling request, coordinating a vendor, preparing a conference room, and assisting an adviser.

Successful professionals in this role are able to:

● Multitask effectively

● Prioritize competing requests

● Remain calm during periods of high activity

● Transition quickly between tasks

● Maintain accuracy while working quickly

● Remember and track numerous details

● Communicate when priorities conflict

● Maintain a positive attitude under pressure

● Complete tasks without losing track of other responsibilities

We are specifically looking for someone who thrives on being busy, rather than someone who becomes frustrated by a fast-paced environment.

Operational Accountability

This role requires a professional who takes ownership of responsibilities and closes loops.

Successful professionals in this position typically:

● Notice what needs to be done

● Take initiative without waiting to be asked

● Track outstanding requests

● Follow through until tasks are complete

● Anticipate needs

● Communicate proactively

● Double-check their work

● Maintain organized records

● Keep commitments

● Ask questions when clarification is needed

● Take responsibility for outcomes rather than simply completing individual tasks

The ideal candidate is someone the team can trust to say, "I'll take care of it," and then actually take care of it.

Office Culture & Work Environment

J.M. ARBOUR operates as a collaborative, in-office team environment.

Our culture is built around:

● Exceptional client service

● Accessibility and responsiveness

● Team collaboration

● Professionalism

● Personal accountability

● High standards

● Attention to detail

● Taking ownership of outcomes

● Helping one another

● Maintaining a positive and enjoyable workplace

We believe the best client experience is created by a team that communicates well, supports one another, and takes pride in doing things correctly.

The Receptionist will interact with virtually every part of the organization and therefore has an important role in maintaining a positive, energetic, and professional office culture.

Ideal Candidate Profile

The ideal candidate for this position demonstrates the following qualities:

● Naturally happy, upbeat, and positive

● Warm and genuinely welcoming

● Excellent interpersonal skills

● Professional and polished

● Extremely organized

● Highly responsive

● Detail-oriented

● Strong sense of personal accountability

● Proactive and self-directed

● Comfortable handling a high volume of activity

● Able to multitask effectively

● Calm under pressure

● Excellent communicator

● Strong client-service mindset

● Enjoys helping people

● Takes pride in creating an exceptional experience

● Comfortable interacting with successful and high-net-worth individuals

● Willing to jump in and help wherever needed

● Able to work independently while contributing to a team

● Naturally inclined to notice and solve problems

Most importantly, we are looking for someone whose personality fits the role.

If you are the type of person who naturally smiles when someone walks through the door, enjoys talking with people, likes being busy, and gets satisfaction from making sure everything is taken care of, this may be an excellent opportunity for you.

Required Qualifications

● Prior receptionist, administrative, customer service, hospitality, office management, or similar experience

● Strong written and verbal communication skills

● Excellent organizational and time-management ability

● Strong phone etiquette

● Ability to manage multiple tasks simultaneously

● High attention to detail and accuracy

● Proficiency in Microsoft Office, including Word, and Excel

● Ability to learn new software and systems quickly

● Professional appearance and demeanor

● Ability to work in-office full-time

● Ability to maintain confidentiality regarding client and company information

Preferred Qualifications

● Experience in financial services or wealth management

● Experience in a professional services environment

● Experience supporting executives or professional teams

● Experience managing a high-volume phone environment

● Experience with scheduling multiple professionals

● Experience with CRM systems

● Experience coordinating events or workshops

● Experience working with high-net-worth clients

● Experience in an office environment where discretion, professionalism, and attention to detail are particularly important

Prior experience in wealth management is not required. We are more interested in finding someone with the right combination of personality, work ethic, organizational ability, professionalism, and desire to provide exceptional service.

Compensation & Benefits

Competitive compensation includes:

● Competitive base salary (commensurate with experience)

● Performance-based bonus opportunities

● Firm growth bonus opportunities

● 401(k) with Safe Harbor match

● 10 days paid time off annually

● 10 paid holidays

● Professional development opportunities

● Opportunity to grow with a rapidly expanding multi-family office

Application Requirements

To ensure we review candidates who are genuinely interested in this opportunity, applicants must submit the following along with their resume.

Brief Written Responses (200–300 words each):

1. Tell us about a time when you had to manage a very busy environment with multiple people needing your attention at the same time. How did you handle it?

2. Describe how you keep track of multiple responsibilities, requests, appointments, and deadlines so that nothing falls through the cracks.

3. What does exceptional customer or client service mean to you, and how do you create that experience for the people you interact with?

4. This position requires interacting with a high volume of people every day. What do you enjoy about being the person who welcomes people, answers the phone, and helps others get where they need to go?

Applications submitted without these responses will not be reviewed.

Long-Term Career Opportunity

This role is designed to grow with the firm.

The Receptionist will have the opportunity to develop a broad understanding of J.M. ARBOUR's clients, operations, advisers, systems, and business as the firm continues to expand.

High-performing professionals may have opportunities to progress into increasingly responsible administrative, client experience, office management, or operational roles within the organization.

Typical career progression may include:

Year 1–2: Receptionist / Client Experience Coordinator
Year 2–4: Senior Client Experience / Administrative Coordinator
Year 4+: Executive Administration, Office Management, Client Experience, or Operations Leadership

As J.M. ARBOUR continues to grow, professionals who demonstrate exceptional client service, initiative, leadership, organizational excellence, and ownership will have opportunities to take on increased responsibility and compensation.

This is an opportunity to become an important part of a growing multi-family office and to play a direct role in creating the exceptional experience our clients expect from J.M. ARBOUR.

Pay: $45,000.00 - $55,000.00 per year

Work Location: In person