Client Service Associate & Executive Assistant

Company Description

VanMay Wealth Management is a newly launched independent registered investment adviser in Huntington Beach, serving high-net-worth individuals, families, and business owners. Our name comes from “vận may” — Vietnamese for “good fortune” — and our philosophy is in our tagline: Building Good Fortune. By Design, Not by Luck. We pair institutional-quality investment management with advanced financial planning, and we custody client assets with Charles Schwab and Interactive Brokers.

This is a founding-team seat. You will be one of the first hires at a firm built for long-term growth, working directly with the founder every day. The systems, workflows, and client experience you help build now will define how the firm operates for years.

Role Description

This role is the founder’s right hand and the firm’s operational hub. It blends two jobs into one: executive support (calendar, scheduling, inbox triage, meeting preparation) and client service operations (account opening, transfers, custodial paperwork, money movement processing, and CRM ownership). You will touch every client relationship from the back office — making sure onboarding is smooth, paperwork is right the first time, and nothing falls through the cracks.

You do not need a securities license for this role. If you want one, even better — see the Growth Path below.

What you’ll do:

Executive & administrative support

• Own the founder’s calendar: scheduling, confirmations, travel, and meeting logistics
• Prepare client meeting materials and handle post-meeting follow-up and documentation
• Triage incoming communications and route items needing the adviser’s attention
• Provide light marketing and event support as needed

Client service & onboarding

• Manage new-client onboarding end to end: account opening, transfers, and ACATs
• Coordinate custodial paperwork through Schwab Advisor Center and Interactive Brokers
• Process money movements and distributions with appropriate controls (LOAs, verification, dual approval)
• Serve as a friendly, reliable first point of contact for client service and operational questions

Operations & records

• Own CRM accuracy (Wealthbox) and build repeatable client-service workflows
• Maintain organized, audit-ready client records and documentation
• Coordinate performance reporting and assist with billing
• Support the compliance calendar and required documentation in coordination with the firm’s compliance consultant

What this role is not: This is a service and operations role, not an advisory role. Investment advice, recommendations, and strategy conversations are always handled by the firm’s licensed adviser. You will be trained on exactly where that line sits — and routing those questions correctly is part of doing this job well.

Growth path: As assets and headcount scale, this role is positioned to advance into a Senior Client Service or Operations Manager seat. For candidates interested in advancing toward client-facing work, the firm will sponsor Series 65 exam preparation within the first 12–18 months — a license is welcome but not required to start.

Work arrangement: In-office in Huntington Beach for the first 90 days while you learn our systems and clients. After that, you’re eligible for a hybrid schedule — typically three days in-office — with in-office days aligned to client meetings and paperwork-heavy periods.

Compensation & benefits:

• Base salary $62,000–$78,000, commensurate with experience
• Performance bonus, 10–15% target, tied to operational accuracy, onboarding turnaround, and client service quality
• 401(k) with employer match
• Health insurance
• 15–20 days PTO plus market holidays
• Firm-sponsored licensing and professional development

Qualifications

• 2–5 years of experience at an RIA, wealth management firm, bank, or broker-dealer in a client service, operations, or executive support role
• Experience with Schwab Advisor Center strongly preferred; Interactive Brokers a plus
• CRM experience (Wealthbox, Redtail, Salesforce, or similar)
• Exceptional attention to detail, organization, and written communication
• Professional, warm demeanor with high-net-worth clients — by phone, email, and in person
• Discretion and sound judgment with confidential information
• Bilingual English/Vietnamese a plus — many of our clients are Vietnamese-speaking
• Comfortable in a small, fast-moving firm where you wear multiple hats and build processes, not just follow…