Job Description

We are seeking a Client Service Associate at our Norfolk, VA wealth management firm. This position serves as a primary and/or secondary point of contact for clients, supports Financial Advisors, and ensures the smooth execution of all operational and administrative activities.

This position offers work from home availability 1-2 days per week after initial orientation period.

Position responsibilities:

Client Relationship & Service Support

• Serve as a point of contact between clients and Financial Advisors by proactively managing client inquiries and service requests.
• Build strong, trusting relationships with clients through timely communication, follow-up, and service excellence.
• Maintain a deep understanding of client needs, ensuring a personalized and positive client experience.
• Partner closely with other departments including Compliance, Operations, Tax, Financial Planning and Finance to ensure smooth execution of client requests and adherence to firm-wide processes.

Custodial Operations & Account Administration

• Facilitate investment account transactions at custodians (primarily Fidelity and Schwab), including:
• Opening and closing accounts
• Transferring assets
• Money movement (wires, ACH, journals)
• Charitable gifting
• Trust distributions
• General account maintenance and documentation
• Work directly with Fidelity, Schwab, and other service teams to troubleshoot issues, resolve escalations, expedite high-priority items, and navigate complex or non-standard transactions.
• Ensure all forms, paperwork, and digital workflows are completed accurately and processed in accordance with compliance, regulatory, and custodial requirements.

Alternative Investments Administration

• Assist in the administration of alternative investments by monitoring and coordinating capital calls, distributions, and related documentation.
• Maintain accurate records and ensure timely communication with clients and internal teams regarding alternative investment activity.

Meeting Coordination & Client Deliverables

• Manage all logistics for client meetings, including scheduling, coordinating with Financial Advisors, preparing agendas, and confirming details with clients.
• Assist in the preparation, assembly, and finalization of all client meeting materials, ensuring accuracy, completeness, and professional presentation.
• Update CRM records and client files with meeting notes, follow-up tasks, and service outcomes.

Operational & Administrative Support

• Support overall office organization and operational efficiency.
• Develop a strong understanding of firm technology platforms, tools, and systems to effectively complete work in a fully or primarily paperless environment.
• Actively contributes to internal process improvements and best practices for enhancing workflow efficiency and client service delivery.
• Perform additional duties and projects as assigned to support team and firm-wide initiatives.
• Completes other duties as assigned

Requirements

Essential skills and experience:

• Bachelor’s degree preferred or equivalent relevant experience.
• 2–5 years of experience in financial services, wealth management, or client service roles preferred.
• Client-first mindset with a commitment to service excellence
• Strong knowledge of investment accounts, custodial processes, and financial terminology (experience with Fidelity and Schwab is a plus).
• Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
• Ability to display a high level of accountability and discretion
• Problem-solving and critical-thinking abilities
• Strong communication and relationship-building skills.
• Ability to work both independently and collaboratively in a fast-paced, client-centric environment.
• Proficiency with CRM systems and Microsoft Office Suite; willingness to learn new technologies.
• Commitment to company values

Clearstead is committed to building a culturally diverse workforce and strongly encourages applications from all minorities.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, disability status, protected veteran status or any other characteristic protected by law.

The qualified candidate can expect:

• A flat, bureaucracy-free organizational structure that fosters creative thinking and involvement at all levels of the organization
• The opportunity to join a growing firm that offers professional growth in an industry that is both dynamic and intellectually challenging
• An opportunity to work with high-profile private clients and institutions across the country
• A competitive base salary with an incentive bonus program
• 401(k) Savings plan with company contributions
• Health, Dental, Vision, and Long-term disability insurances
• Generous paid time off program

We are Clearstead…an independent institutional investment and private wealth advisory firm headquartered in Cleveland, Ohio.

Our institutional clients include retirement funds, endowments and foundations, higher educational institutions, and healthcare organizations. Our private clients are families, individuals, and related entities.