Virtual Executive Assistant / Client Services Coordinator

Company Overview

A boutique financial advisory practice led by a financial advisor serving individual clients with wealth management, financial planning, and investment guidance. The firm operates in partnership with a larger financial services organisation and is preparing for continued growth over the coming months.

Role Overview

The firm is hiring a dedicated Virtual Executive Assistant / Client Services Coordinator to be the first point of contact. This person will answer inbound phone calls, support light scheduling and calendar tasks, and help keep the practice organised as it grows. Call volume is currently light, so the role will also include outbound follow-up calls and emails to existing clients, along with support for recurring virtual team meetings and client webinars. This is a long-term, relationship-based role. The goal is to have one consistent person that the practice and its clients can get to know over time, rather than a rotating phone service.

Key Responsibilities

• Answer inbound phone calls professionally as the first point of contact, starting October 2026
• Make light outbound calls to existing clients only — never cold calling
• Send and respond to follow-up emails with existing clients, using AI tools such as Claude, ChatGPT or Copilot to help draft responses
• Manage scheduling and calendar coordination for client meetings
• Join Zoom/Teams calls briefly (5–10 minutes) to introduce clients before handing off to the advisor
• Support the weekly internal team Zoom meeting
• Set up and help run client webinars approximately every two weeks
• Handle light administrative and data-entry tasks, including keeping CRM records updated
• Communicate with the team via WhatsApp, Teams or chat for day-to-day task updates

Skills & Tools

• Minimum 3 years of relevant experience in customer service, EA, front-desk or receptionist roles
• Prior cold-calling or sales experience is a strong plus, although this role does not involve cold calling
• Comfortable using VoIP/phone systems such as OpenPhone/Quo or PhoneBurner
• Working knowledge of Zoom and Microsoft Teams
• Comfortable using AI tools such as Claude, ChatGPT and Copilot
• Clear and professional phone manner
• Financial services experience is a plus but not required
• Trustworthy, organised and detail-oriented
• Comfortable working towards increased responsibility, including client scheduling and CRM access