Client Experience & Executive Operations Associate Mickleton, NJ 08056 $52,000 - $68,000 a year - Full-time Job Summary The Client Experience & Executive Operations Associate provides dependable executive administrative support while helping create a professional, welcoming experience for clients and colleagues. This role coordinates calendars, communication, travel, and events, and handles confidential information with discretion.

Your impact:

Thoughtful coordination and clear communication help executives stay organized and clients feel well supported. Create an Exceptional Client Experience

• Serve as the first point of contact for incoming phone calls, general emails, office visitors, clients, and business partners.
• Welcome clients and guests with warmth, professionalism, and genuine hospitality.
• Respond to general inquiries and ensure requests are directed to the appropriate team member.
• Prepare meeting spaces, coordinate refreshments, and help create a seamless client visit.
• Manage appointment confirmations and routine client communications.
• Assist with client gifts, appreciation initiatives, events, and special recognition.
• Help ensure every interaction reflects the responsiveness, expertise, and care that define Passehl Financial Partners. Support Our Planning Advisors
• Provide administrative and executive support primarily to the firm's three Planning Advisors.
• Coordinate calendars, client appointments, internal meetings, and scheduling needs.
• Prepare meeting materials, documents, and presentation packets.
• Assist with follow-up communication and administrative tasks after client meetings.
• Coordinate electronic signatures and help track outstanding documents.
• Anticipate advisor needs and help organize competing priorities.
• Support special projects and broader firm initiatives as needed. Own the CRM and Client Information
• Serve as the primary owner and steward of the firm's customer relationship management system.
• Maintain accurate, complete, and organized client and prospective-client records.
• Manage workflows, service reminders, client touchpoints, and advisor task assignments.
• Monitor data quality and ensure information is consistently entered and updated.
• Help improve CRM processes, reporting, automation, and team adoption.
• Support new team members in learning and following the firm's CRM practices. Keep the Office Running Smoothly
• Manage incoming and outgoing mail, packages, and deliveries.
• Order office, kitchen, and hospitality supplies and maintain appropriate inventory.
• Restock coffee, beverages, water, snacks, and meeting supplies.
• Coordinate lunches and refreshments for meetings, workshops, and team events.
• Maintain welcoming and organized conference rooms, kitchens, and shared spaces.
• Water office plants and coordinate seasonal and holiday décor.
• Schedule routine office services, maintenance, inspections, and vendor appointments, including the annual fire inspection.
• Notice what needs attention and take initiative to address it. Support the Team and Firm Culture
• Assist with internal meetings, employee onboarding, and team events.
• Help document and maintain office procedures and administrative workflows.
• Collaborate with team members across investments, planning, insurance, marketing, and client service.
• Contribute to a professional, positive, and team-oriented workplace.
• Take ownership of responsibilities and follow projects through to completion.

Pay:

$52,000.00 - $68,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Paid time off Professional development assistance Vision insurance

Education:

Associate (Required)

Experience:

Executive administrative support: 2 years (Required)

Language:

English (Required) Ability to

Commute:

Mickleton, NJ 08056 (Required)

Work Location:

In person