Client Experience Associate

Posted 3 days ago

jamrog groupChicago (IL)

Secretaries and Administrative Assistants, Except Legal, Medical, and Executive Office Administrative Services

SENIORITY

Mid

SALARY

$40,000–$53,000 annual

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About the role

Client Experience Associate Client Service, Administrative Support, Office Operations The Jamrog Group | Holyoke, Massachusetts Flexible Scheduling Available | Remote Considered $40,000-$53,000 + Bonus Opportunity About The Jamrog GroupAt The Jamrog Group, we help individuals and families make confident financial decisions through comprehensive financial planning. We're a planning-first wealth management firm serving a diverse clientele across the country. Our team values collaboration, continuous learning, professionalism, and delivering an exceptional client experience. We believe exceptional client service is never an accident. It happens because every member of our team cares deeply about doing great work, helping one another, and creating meaningful experiences for the people we serve. If you're someone who finds satisfaction in staying organized, helping others succeed, and making people feel genuinely cared for, you'll fit right in.

About the Role: We're looking for a Client Experience Associate to support the day-to-day administrative needs of our clients and advisory team. This is a highly organized, detail-oriented role centered around client communication, scheduling, electronic document management, paperwork processing, and administrative follow-through. A significant part of your day will be spent communicating with clients by email—scheduling meetings, requesting documents, answering routine questions, sending paperwork, following up on outstanding items, and making sure clients know what they need to do next. You'll also help maintain accurate electronic client files, process and send paperwork, track documents and signatures, prepare mailings, and keep the many administrative details of a busy financial planning practice moving forward. Financial services experience is helpful, but not required. We're looking for someone who is exceptionally organized, comfortable with technology, a strong written communicator, and genuinely enjoys administrative work.

Schedule Flexibility:

We're open to considering a modified schedule, such as 9:00 AM–3:00 PM, a hybrid arrangement, or fully remote work for the right candidate.
The position can generally be structured around 30–40 hours per week, with responsibilities adjusted as appropriate based on schedule and work location.
What You'll DoClient Communication & Scheduling
Manage a high volume of client email communication throughout the day
Schedule and coordinate client meetings across multiple advisor calendars
Respond to routine client questions and requests promptly and professionally
Send meeting confirmations, reminders, follow-ups, and document requests
Follow up with clients regarding outstanding paperwork, signatures, documents, and action items
Help clients navigate account access, electronic signatures, document uploads, and basic technology questions
Serve as a consistent and responsive point of contact for routine administrative needs
Documents, Paperwork & Client Records
Prepare, process, send, and track client paperwork
Monitor electronic documents and signatures from initial request through completion
Download, organize, name, and file electronic documents accurately
Maintain complete and organized client records within our CRM and document management systems
Upload and route documents to the appropriate team members and systems
Assist with routine account maintenance paperwork, including beneficiary updates, address changes, and other service requests
Review paperwork for completeness and follow up when information or signatures are missing
Track outstanding documents and administrative requests to ensure items are completed
Maintain accurate records of client communications and activity
Meeting & Advisor Support
Support advisors with meeting preparation and administrative follow-upGather and organize documents needed for upcoming client meetings
Process meeting notes and update client records
Help track outstanding action items following meetings
Coordinate administrative follow-up between clients, advisors, and other members of the team
Office Support
Primarily applicable to candidates working from our Holyoke office.
Coordinate incoming and outgoing mail and packages
Scan, route, and file physical documents
Manage office supplies and routine office needs
Help maintain an organized and professional office environment
Support other administrative projects as needed
What Makes Someone Exceptional In This Role:
Your inbox doesn't scare you—you actually enjoy working through itYou are an excellent written communicator and can write polished, warm, professional emails quickly
You enjoy managing calendars and solving scheduling puzzles
You are meticulous about documents, naming conventions, filing, and recordkeeping
You notice when something is missing and follow up without needing to be asked
You can manage a large number of small tasks without losing track of them
You're comfortable moving between email, CRM systems, electronic documents, calendars, and other technology throughout the day
You enjoy completing tasks and closing loops
You can distinguish between something you can handle independently and something that needs to be escalated
You communicate proactively when something is delayed, unclear, or incomplete
You are dependable, responsive, and exceptionally organized
This is a high-volume administrative role supporting a busy advisory team and more than 350 client households. Success requires someone who can comfortably manage a steady flow of emails, appointments, documents, paperwork, and follow-up while maintaining accuracy and professionalism.

Qualifications

Required:

Strong organizational and communication skills
Professionalism and attention to detail
Proficiency with Microsoft Office (Outlook, Word, Excel)
Ability to manage multiple priorities and deadlines
Strong technology skills and confidence learning new software platforms
Helpful, but not required:
Experience in customer service, hospitality, administration, scheduling, or office support
Experience with Calendly

Don't check every box? If you're motivated to learn and excited about the opportunity, we'd love to hear from you.

Compensation & Benefits:

$40,000–$53,000 annual salary based on a full-time, 40-hour-per-week schedule
Annual bonus opportunity 401(k) with company match
Long-term disability coverage
Paid time off
Wellness and charitable giving stipends

How to Apply: Please send your résumé along with a brief note telling us:

Why this opportunity interests you
What would make you successful in this role
Applications and questions may be sent to Bailey Shafer at.

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