Client Administration Associate, Retirement Plan Consulting
The Client Administration Associate plays a key role in ensuring the successful delivery of services to retirement plan clients by providing high-quality administrative, organizational, and coordination support. In this role, youwill work closely with consultants and service partners to support client communications, meeting logistics, documentation management, onboarding processes, and internal workflows that contribute to an exceptional client experience.
Practically speaking, the Client Administration Associaterole encompasses a wide variety of activities. Aside from coordinating client meetings and managing administrative requests, you will support onboarding, compliance workflows, and ongoing client deliverables while ensuring internal teams stay organized and aligned on priorities and deadlines.
To be effective in this role, you must be highly organized, detail-oriented, and responsive, with a strong commitment to professionalism and confidentiality. Successful candidates enjoy working behind the scenes to keep operations running smoothly while maintaining consistent, polished client communication.
Job Responsibilities
Client & Meeting Coordination
Provide logistical and administrative support for client meetings and ongoing client interactions. Schedule meetings using calendaring tools, coordinate plan review logistics, and attend meetings when requested to capture detailed notes and prepare professional meeting minutes. Distribute meeting summaries, track follow-up items, and ensure action steps are completed in a timely manner.
Client Communication Support
Serve as an administrative point of contact for routine client requests and inquiries. Monitor and manage shared inboxes, respond to administrative questions, and escalate technical or advisory questions to consultants as needed. Maintain professional, timely communication consistent with firm standards.
Document Preparation & File Management
Support preparation, distribution, and organization of client-facing documents and meeting materials. Assist with proofreading, version control, and secure distribution of documents while maintaining organized electronic client files in accordance with firm standards and compliance requirements.
Project & Task Management
Organize and manage client-related tasks and deliverables within the firm's project management system. Track recurring workflows, monitor deadlines, follow up with internal team members and external service providers, and proactively alert consultants when deliverables or tasks are at risk.
Onboarding & Compliance Support
Assist with administrative aspects of onboarding new retirement plan clients by coordinating document collection, maintaining onboarding checklists, and supporting compliance-related administrative processes. Help ensure timelines and required deliverables are tracked and completed.
Sales & Business Development Support
Provide administrative support for new business and prospecting activities by maintaining records in Salesforce, coordinating scheduling for prospect meetings, and assisting with preparation of proposal and onboarding materials.
Internal Coordination & Workflow Support
Coordinate administrative matters with recordkeepers, TPAs, custodians, and other service providers. Support internal workflows and maintain standardized templates and processes while identifying opportunities to improve efficiency and organization.
Data Sensitivity & Confidentiality
Handle sensitive client and plan-level information with discretion while adhering to firm policies regarding confidentiality, data security, and record retention.
About You
People who thrive in this position: