Client Experience Administrative Assistant

Client Experience Administrative Assistant

Pension Professionals

About the Company

Since 1995, we've been Maine's leading wealth management and retirement plan consulting firm. We provide comprehensive financial planning solutions for individuals and families and help companies build better retirement programs through expert guidance, advanced technology, and personalized service. We are part of a national network, managing over $50 billion in retirement assets. Join our passionate team making a real impact on people’s financial futures.

About the Role

We are seeking an exceptional Client Experience Admin to serve as the welcoming face of Pension Professionals at our front desk. This pivotal role combines client relations, administrative excellence, and creative support to deliver world-class service to our valued clients and guests. The ideal candidate will possess the perfect blend of interpersonal warmth, professional competence, and visual creativity.

Key Responsibilities

Client Relations & Communication

• Serve as the primary point of contact for clients via phone, email, and in-person interactions
• Create an inviting, professional atmosphere that makes clients feel welcomed and valued
• Handle incoming calls with confidence and route inquiries appropriately
• Prepare and manage client recap letters with attention to detail
• Assist with scheduling and coordinating Zoom meetings when needed

Administrative Excellence

• Maintain organized online filing systems and update office databases accurately
• Manage conference room bookings and meeting logistics
• Handle general office duties including copying, scanning, and document filing
• Update spreadsheets and maintain records with precision and timeliness
• Support multiple business entities as needed
• Assist with account opening processes and related documentation

Creative & Visual Support

• Assist with Mind Map software and visual presentation tools
• Apply graphic design skills or strong visual sensibilities to client materials
• Support marketing and presentation efforts with creative input

What We're Looking For

Professional Qualities

• Exceptional interpersonal skills with natural charisma and empathy
• Strong communication abilities, both verbal and written
• Professional demeanor with emotional consistency and reliability
• Ability to multitask effectively while maintaining high standards
• Self-motivated with a positive, "can-do" attitude
• Team player with an excellent sense of humor and collaborative spirit

Experience & Skills

• Previous work experience in professional environments preferred
• Background in financial services, banking, insurance, or bookkeeping is a plus
• Graphic design experience is a plus
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Comfortable with technology and quick to learn new software platforms

Personal Attributes

• Ambitious and growth-oriented mindset
• Strong attention to detail and organizational skills
• Ability to work independently while being part of a collaborative team
• Professional maturity and sound judgment in client interactions
• Flexibility and adaptability in a dynamic work environment

What We Offer

• Opportunity to be the cornerstone of client experience in a growing practice
• Collaborative team culture that values humor, professionalism, and excellence
• Chance to develop skills across multiple areas, including client relations, administration, and creative design
• Supportive leadership invested in your professional growth

How to Apply

If you're passionate about delivering exceptional client experiences and possess the blend of professionalism, creativity, and interpersonal skills we're seeking, we'd love to hear from you. Please submit your resume along with a brief cover letter explaining why you'd be perfect for this role to

Pension Professionals is an equal opportunity employer committed to creating an inclusive environment for all team members.