Client Services Associate

Location: Wayne, New Jersey (On-site)Type: Full-TimeAbout LumidaLumida is a venture-backed, AI-native wealth advisor for modern investors seeking institutional-caliber access across public markets, private deals, and alternative investments.Backed by investors and board leaders from companies including SoFi, Circle, and Coinbase, Lumida brings venture-scale ambition to an industry overdue for reinvention.As a client’s Wealth Architect, Lumida integrates investment management, trust and estate planning, tax mitigation, and differentiated opportunities into one coordinated wealth strategy.Our clients are founders, builders, and independent thinkers. We built Lumida with the same mindset: curious, original, and unwilling to accept the conventional.We help clients build, protect, and transfer wealth — and invest beyond the ordinary.The RoleWe are hiring a Client Services Associate to serve as the front-line execution arm of Lumida’s U.S. Client Services team. This is not a coordination role — it is a high-ownership operator position responsible for executing every client commitment on time, every time.You will work side-by-side with the Client Services Governance Manager and report into U.S. Client Services leadership.You are the person who makes the deliverables calendar real — running distributions, drafting investor memos, preparing QBR packets, verifying wire instructions, refreshing Investment Policy Statements, and ensuring every active client receives a substantive touch within defined SLAs.What You’ll Own Client Servicing & Proactive OutreachExecute proactive client outreach on a defined SLA — every active household receives a substantive touch within 30 days, top-tier households within 14 days. Pull and act on the weekly last-touch report; never let a client go silent.Draft, coordinate, and distribute the firm’s monthly client newsletter — sourcing the CIO note, private-deal updates, and tax & planning content from internal contributors, routing through compliance, and tracking distribution metrics.Prepare and quarterback Quarterly Business Reviews — scheduling, agenda prep, deck assembly, attendance documentation, and follow-up notes.Own the firm’s Form ADV / Privacy Notice annual mailing cycle; track signature returns and surface gaps before they become compliance issues.Manage client anniversaries, birthdays, and the client gifting program — every meaningful date acknowledged, every gesture executed with care. Distribution Operations & Private Deal ReportingExecute end-to-end distribution operations across all active private deal vehicles — investor roster prep, bank-on-file verification 10 business days pre-payout, wire instruction confirmation, payout coordination with fund administration, and post-distribution investor memo delivery.Draft quarterly written investor updates for every active private deal — incorporating material events, valuation marks, secondary pricing where applicable, and CIO commentary. Publish a forward-looking calendar of update cadence so investors know what’s coming and when.Maintain a centralized log of every investor communication sent — by deal, by date, by recipient — so the team can answer “when did this investor last hear from us” in seconds.Coordinate with fund administration, custodians, and brokers on K-1s, capital calls, and tax materials; ensure investors receive complete, timely packages with zero follow-up needed. IPS, Onboarding & Account LifecycleOwn the Investment Policy Statement refresh cycle — track expirations in HubSpot, schedule reviews on each client’s anniversary, prepare refresh packets, and close the loop with signed documents on file.Execute the new client onboarding checklist from contract signature through Schwab account activation — document collection, IPS build, data vault setup, custodian paperwork, and the formal Sales-to-Client-Services handoff.Manage client off-boarding with a documented exit interview and transition checklist — protecting goodwill and the referral pipeline on the way out.Facilitate account opening, legal document signing, and compliance handoffs with zero delays and zero rework. CRM, Data Vault & Service TriageMaintain HubSpot client records to a zero-tolerance standard — every contact, deal stage, last-touch field, IPS expiration, and household tier kept current.Manage the client data vault (Kubera or equivalent) — balance sheets, account statements, estate documents, insurance policies, and trust schedules organized and accessible.Stand up and run a service-request triage channel with defined response SLAs by severity tier — nothing sits in an inbox unresolved, nothing escalates without a paper trail.Update Standard Operating Procedures continuously as workflows evolve; the next person who joins should be able to step in cleanly.Who You AreHigh ownership mindset — you don’t wait for the reminder, you build the reminder systemRelentlessly detail-oriented — you catch the missing wire instruction before it becomes an angry phone callOperationally elite — you bring structure to ambiguity and convert chaos into checklistsClient-obsessed — every email, every memo, every meeting reflects Lumida’s standard for precision and professionalismDirect communicator — clear, concise, accountableComfortable in a fast-paced environment with senior-level external stakeholders, including high-net-worth individuals and family officesQualifications2+ years in wealth management, private banking, asset management, or financial services operationsHands-on experience with client servicing workflows in a high-touch advisory environment, including distributions, capital calls, IPS refreshes, and LP reportingWorking knowledge of CRM systems (HubSpot, Salesforce, or equivalent)Familiarity with Schwab Advisor Center, Addepar, Kubera, or comparable wealth and reporting platforms is a strong plusAdvanced Excel skills; comfortable with Power BI, Tableau, or similar reporting toolsBachelor’s degree with strong academic performance is requiredSeries 65 is a plus; willingness to obtain a Series 65 is a mustWhat Success Looks LikeEvery distribution, capital call, investor update, and client report delivered ahead of scheduleEvery active client touched within SLA — no household goes silent for more than 30 days, no top-tier household more than 14100% of IPS refreshes tracked, scheduled, and completed on a per-client anniversary cycleEvery QBR preceded by a complete, accurate, and decision-ready packet — no last-minute scramblesService requests resolved or escalated within defined response windows — nothing left in limboHubSpot reflects ground truth at all times; the data is the system of recordWhy This Role MattersThe Client Services Associate is the operational engine behind Lumida’s client experience. Every commitment we make to a household — every IPS refresh, every distribution memo, every QBR, every newsletter — runs through this seat. You are not supporting the business. You are the reason the business delivers.Application ProcessResume screening and work samplesScreening interviewCase study (3–5 hours)Final panel interviews