Client Operations Associate & Administrative Assistant

Position Title: Client Operations Associate & Administrative Assistant

Location: Denver, Co – Remote; New York, NY – Remote

Job Type: Full-time

Pay: $65,000.00 – $90,000.00 per year

Benefits: Paid time off

Job Summary:

Sovereign Family Office is seeking a highly organized and trustworthy Client Operations Associate & Administrative Assistant to support both client-facing operations and company-level coordination. This role blends operational oversight with administrative excellence and is essential to maintaining client satisfaction, custodial integrity, and advisor effectiveness.

This role requires proactive client engagement, attention to detail and proactive follow up, and a warm and excellent approach to customer service and clients. You will ensure client requests and asset movements are handled efficiently and accurately (primarily through Charles Schwab), manage inbound communications and scheduling, and support leadership in ensuring the firm runs smoothly and strategically.

Key Responsibilities:

1. Client Operations & Custodial Support

  • Execute client money movements including contributions, distributions, transfers, journals, and other requests through Charles Schwab
  • Prepare and submit paperwork for account openings, beneficiary updates, transfers, and account maintenance
  • Track all requests through completion and follow up with custodial service teams as needed
  • Maintain up-to-date documentation and records in CRM and document systems, ensuring all client billing is accurate and timely
  • Troubleshoot operational issues and coordinate resolution with custodial partners

2. Client Service & Inbound Requests

  • Serve as a primary point of contact for inbound client communications via phone and email
  • Onboard clients into firm systems, ensuring data accuracy and completeness throughout setup.
  • Collaborate with the operations team to create and update client-specific meeting deliverables, including financial summaries, strategy updates, and action items.
  • Suggest and complete updates to meeting deliverables based on client feedback or changes in their financial situation
  • Triage requests, resolve when appropriate, escalate to advisors when necessary
  • Communicate with clients clearly and professionally about timelines, next steps, and documentation requirements
  • Uphold a high standard of responsiveness, professionalism, and discretion

3. Administrative & Advisor Support:

  • Manage executive calendars and schedule client and internal meetings
  • Coordinate meeting logistics, materials, and preparation for advisors and leadership
  • Track follow-ups and action items, ensuring commitments are fulfilled
  • Help protect advisor time and assist with prioritization of tasks

4. Operational Support & Process Improvement:

  • Assist with ongoing operational workflows to ensure consistency and efficiency
  • Maintain established checklists, procedures, and documentation
  • Identify process gaps or inefficiencies and propose improvements
  • Support special projects and firm initiatives as needed

5. Qualifications & Experience:

  • Prior experience in a financial advisory firm, RIA, wealth management firm, or family office preferred
  • Experience with Charles Schwab custodial platforms strongly preferred
  • Exceptional organizational skills and attention to detail
  • Ability to manage multiple priorities and deadlines with precision
  • High level of discretion and professionalism with sensitive information
  • Excellent verbal and written communication skills
  • Proficiency with CRM, email, shared calendars, and document management systems

6. Personal Attributes:

  • Dependable, trustworthy, and detail-oriented
  • Calm under pressure and able to manage urgent requests gracefully
  • Proactive mindset; anticipates needs and follows through
  • Committed to excellence and operational integrity
  • Service-minded; client-focused in approach

Why This Role Matters:

As a key member of Sovereign Family Office, the Client Operations & Executive Assistant directly impacts:

  • Client trust and experience
  • Back-office efficiency and accuracy
  • Advisor effectiveness and strategic focus
  • Firm reputation and long-term growth

This role offers opportunity for expanded responsibility and deeper involvement in firm operations as the organization scales.

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