Administrative Assistant / Client Service Coordinator

GuideWorth Advisors

South Burlington, Vermont | In-Office | Full-Time

GuideWorth Advisors, a Private Wealth Advisory Practice of Ameriprise Financial, is seeking a full-time Administrative Assistant / Client Service Coordinator to join our dynamic and growing team.

This is a highly visible, client-facing role and a critical part of the overall client experience. The Administrative Assistant / Client Service Coordinator serves as the first point of contact for clients and visitors and plays an essential role in ensuring the office operates smoothly and professionally each day.

We are looking for a detail-oriented, proactive, and personable individual who takes pride in organization, follow-through, and creating a welcoming environment for clients and team members alike.

Position Overview

The Administrative Assistant / Client Service Coordinator provides comprehensive administrative, operational, and front-office support to the advisory team. This individual is the face of the practice and is expected to consistently present a friendly, professional, and polished presence—both in person and over the phone.

This role requires strong attention to detail, the ability to manage multiple priorities, and a collaborative mindset.

Key Responsibilities

Client Experience & Front Office Support

Greet clients and visitors warmly and professionally, in person and over the phone
Serve as the first point of contact for incoming calls and direct inquiries to appropriate team members
Maintain a professional and welcoming reception area at all times
Reach out to clients as needed for administrative follow-up and coordination

Administrative & Operational Support

Schedule and coordinate advisor calendars and client appointments
Assist with meeting preparation and follow-up
Maintain accurate client data and records within the CRM
Process paperwork, including third-party authorization forms, and maintain updated third-party lists
Maintain check and mail logs and assist with document processing and filing
Expedite and track client tax documents
Follow up with third parties to ensure timely completion of requests

Compliance & Tracking

Support gift compliance processes, including tracking, documentation, and coordination as required
Maintain and update referral tracking spreadsheets and related documentation

Marketing & Client Engagement

Send celebration cards and client correspondence
Assist with client events and office-hosted meetings
Organize lunch meetings and internal staff meetings as needed

Office & Practice Support

Order and maintain office supplies
Coordinate special projects as assigned
Provide general administrative support to ensure smooth day-to-day operations

Qualifications

3 years minimum of experience preferred in administrative, client service, front-office role, or financial services
Experience in financial services is a plus, but not required
Strong communication and interpersonal skills
Exceptional attention to detail and organizational skills
Ability to manage multiple tasks and priorities effectively
Proficiency with Microsoft Office; CRM experience (Salesforce a plus)
Professional, dependable, and service-oriented demeanor
Enjoys being client-facing and takes pride in being a positive representative of the practice

Compensation & Benefits

Compensation: $25-$30 per hour
- Non-exempt
401(k): Eligible after 3 months
Paid Time Off (PTO): 2 weeks in the first year
Paid holidays: 13 days
Birthday personal day

How To Apply

If you are a motivated and organized professional who enjoys supporting a team and creating a positive client experience, we encourage you to apply. Please submit your resume and cover letter for consideration.

Equal Opportunity Employer

GuideWorth Advisors is an equal opportunity employer. We encourage applications from candidates of all backgrounds and experiences.

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