Executive Assistant Financial Services

Client Relations & First Impressions Coordinator

Position Summary

The Client Relations & First Impressions Coordinator plays a critical role in delivering an exceptional, high-touch client experience at Verde Wealth Group & Wealth Development Strategies. This position is responsible for creating a professional and welcoming first impression for clients, prospects, and strategic partners while providing essential administrative, operational, and facilities support to advisors and staff. The ideal candidate demonstrates discretion, professionalism, and a service-oriented mindset consistent with the trust placed in a financial advisory relationship.

Key Responsibilities

Client Experience & First Impressions

• Serve as the firm’s primary point of contact for clients and visitors, ensuring a polished, welcoming, and hospitality-driven experience
• Schedule all meetings and assist with initiating related tasks delegated to responsible team members
• Maintain a professional lobby and reception area that reflects the firm’s brand and values
• Assist with compiling presentations for in office and online meetings
• Prepare and manage meeting rooms, beverages, materials, and technology readiness
• Coordinate and oversee client and staff engagement initiatives, including client appreciation events, birthdays, team-building activities, and recognition efforts

Phone, Scheduling & Communication Management

• Manage all incoming phone calls with professionalism and discretion
• Route calls appropriately, manage call flows, and maintain auto attendant
• Coordinate phone conferences and virtual meetings, including setup and troubleshooting
• Proactively manage calendars, appointment scheduling, confirmations, and reminders for clients and team members
• Monitor advisor emails for urgent client matters while maintaining confidentiality and compliance standards
• Manage advisor out-of-office phone and email settings

Advisor & Team Support

• Provide proactive administrative and personal support to advisors, including meeting preparation, computer readiness, travel arrangements, and daily office needs
• Support special projects and firm initiatives as assigned

Administrative & Client Service Support

• Perform daily document scanning and electronic filing, and secure receipt and distribution of client documents
• Maintain accurate and organized digital client files and records across CRM (Wealthbox), Egnyte, and Asana
• Manage CRM and Egnyte contact creation, updates, and data management, data clean-up to ensure accurate client records
• Process faxing, mail handling, shipping, secure file links and bulk mailings (holiday communications, client notifications, email campaigns, etc.)
• Support compliance-related administrative processes, Valmark compliance related tasks including but not limited to communication, CE training coordination and scheduling, license renewals and recordkeeping

Facilities, Vendor & Office Operations

• Oversee office facilities management, including landlord coordination and vendor relationships
• Manage vendors or provide support for phone systems, printers, payment processors, and shred services
• Maintain office equipment, including printers, copiers, and phone systems (paper, toner, meter readings, troubleshooting)
• Coordinate shred services and ensure secure document destruction in alignment with privacy regulations

Technology & Marketing Support

• Assist with basic technology troubleshooting and submit service tickets as needed
• Support marketing and/or social media initiatives, website updates, advertising submissions, and client communications
• Coordinate registrations for professional organizations, continuing education events, and industry forums (e.g., CFP, VM Member Summit, AEP, CE programs, etc.)

Required Skills & Qualifications

• Exceptional interpersonal, verbal, and written communication skills
• Experience in a professional office environment; financial services or wealth management experience is a plus
• Advanced proficiency with Microsoft Office Suite, CRM systems, electronic document management platforms and electronic task management systems
• Strong attention to detail with excellent organizational and follow-up skills
• Ability to manage multiple priorities in a…