Client Project Management and Client Mapping
You will own the project management lifecycle for 7–10 active clients, each at a different stage of a long-term advisory engagement.
You will be responsible for:
- Creating and maintaining a detailed client map for each client
- Treating every client relationship as a separate ongoing project
- Tracking the status of all client deliverables, including estate planning, personal balance sheets, business coaching, insurance reviews, and unique abilities tracking
- Monitoring completed steps and identifying the next logical action
- Clearly tracking who is responsible for each next step, whether that is the client, a partner, or an external professional
Partner Accountability and Follow-Through
You will help ensure the partners stay focused, organized, and accountable.
This includes:
- Tracking every promise made during client meetings
- Assigning action items and confirming completion
- Proactively telling partners what they need to prioritize each week
- Following up with lawyers, accountants, and third-party professionals
- Making sure leadership never has to chase down its own to-do list
Routine Reporting and Communication
You will provide clear, consistent updates that keep the team aligned.
This includes:
- Preparing a Monday Recap outlining partner commitments, pending items, and what needs to be completed by Friday
- Preparing a Friday Recap summarizing completed work and outstanding tasks
- Prioritizing high-quality weekly and post-meeting summaries over unnecessary daily check-ins
- Keeping communication concise, accurate, and actionable
Meeting Preparation and Action Item Tracking
You will prepare the partners before bi-weekly client meetings so they are fully briefed on what was last discussed and where each client stands.
You will also:
- Review call recordings through ReadAI
- Extract meeting notes, action items, and key decisions
- Log all outstanding tasks and deadlines
- Ensure every action item is tracked until completion
Live attendance on client calls is rarely required.
System Organization and Tech Maintenance
You will keep all systems clean, organized, and easy to navigate.
This includes:
- Keeping project statuses updated in Notion
- Maintaining meeting notes and workflow tracking
- Creating and maintaining a simplified shared Google Doc for quick client status visibility
- Ensuring all systems remain consistent, organized, and user-friendly
- Exploring opportunities to use AI tools to improve workflow efficiency
Client Onboarding and Administrative Support
You will help manage the onboarding process for new clients.
Responsibilities include:
- Creating and sending contracts through Dubsado
- Distributing onboarding forms
- Collecting initial documents
- Organizing signed contracts and documents into individual client folders in Box
- Coordinating scheduling and sending calendar invitations for meetings involving the firm, clients, and third-party professionals
- Sending documents to clients only when directed by the partners
This is primarily a back-end operations role, not a client-facing role.
Qualifications
Must-Haves
- Exceptional Reliability - You follow through every single time. This is the most important requirement for the role.
- Extreme Attention to Detail - You notice what others miss and maintain accurate records across multiple active client projects.
- High Proactivity - You do not wait to be told what to do. You anticipate needs, flag issues early, and move projects forward independently.
- Comfort with Repetitive and Systematic Work - This role involves recurring workflows, consistent tracking, and routine excellence. You should enjoy structure and find satisfaction in keeping things organized.
- Autonomous Working Style - You are comfortable working with minimal supervision, managing your own priorities, and proactively communicating updates.