The Client Concierge is a critical, high-touch role, serving as the "air traffic controller" and front-of-house intake engine for the entire firm. This position acts as the primary bridge between incoming prospects, active wealth management clients, and internal consulting operations. We are seeking a process-driven, detail-obsessed, and proactive individual who thrives in fast-paced environments, loves managing operational flow, and takes immense pride in delivering high-touch client support.

You will be responsible for orchestrating executive calendar scheduling, filtering multi-inbox communications, staying on top of task management systems, and supporting key client deliverables.

ESSENTIAL JOB FUNCTIONS

Inbox Triage & Daily Front-of-House Operations

- Perform morning inbox triage across Outlook and Gmail accounts before standard business hours start.
- Clear spam/junk, organize folders, file emails, and answer inquiries directly whenever possible to protect executive focus.
- Maintain warm, concise, and professional email communication that builds strong client rapport (AI tools can be used as an aid, but messaging cannot sound AI-generated).

Calendar Management & Executive Scheduling

- Manage complex calendars (protecting time blocks, travel buffers, and virtual session slots).
- Always communicate, write, and confirm schedule details using Eastern Standard Time (EST) regardless of your personal physical location.
- Send next-day meeting confirmation emails and prep OneNote pages prior to client sessions.

Prospect & Client Lifecycle Coordination

- Act as the very first point of contact for new referral-based prospects, setting up exploratory meetings and gathering initial background info.
- Remain CC’d on ongoing client communication threads to maintain an open loop,



assist with follow-ups, and ensure seamless continuity.
- Handle occasional inbound and proactive outbound phone calls via Zoom Phone to close communication loops when clients go quiet on email.

Operations, Assessments & Project Support

- Follow established SOPs inside Playbook Builder and manage task lists within Ninety and Microsoft To-Do.
- Administer client assessment tools (Working Genius, PXT Select, Myers-Briggs) and compile Business Health Check data.
- Coordinate data, links, and sessions across GoHighLevel CRM, Slack, Zoom, Calendly, and Clockify.
- Send daily PM debrief emails and perform end-of-day inbox/file cleanups.

REQUIREMENTS

- 5+ years of experience as an Executive Assistant, Client Concierge, or senior administrative professional in a fast-paced environment.
- Exceptional attention to detail—process-driven and detail-oriented precision is the #1 requirement.
- Demonstrated ability to act as an "air traffic controller"—handling competing priorities, multitasking under pressure, and proactively closing loops without hand-holding.
- Strong written communication skills with the ability to write warm, professional, concise emails.
- Professional phone voice for occasional client calls.
- Fluency in standard tech stack tools: Microsoft 365 (Outlook, OneNote, OneDrive, Planner), Zoom/Zoom Phone, Slack, Calendly, GoHighLevel CRM, Clockify, Playbook Builder,



and EOS (Entrepreneurial Operating System) tools (Ninety, EOS CRM).
- Ability to consistently work and communicate within Eastern Standard Time (EST) hours.

PREFERRED QUALIFICATIONS

- General awareness or experience with the Entrepreneurial Operating System (EOS).
- Background in wealth management, financial advisory, boutique consulting, or professional services firms.
- Basic design/content experience with Canva.
- Experience tracking daily time in Clockify or similar time-logging tools.

EDUCATION

- Bachelor’s degree preferred; mandatory C-level English fluency assessment.

COMPENSATION PACKAGE

- Contract Type: 1099 Independent Contractor.
- Monthly Rate: $2,500 – $3,000 / month for a 40-hour work week.
- Payment Schedule: Disbursed twice monthly on the 1st and 15th of each month based on Clockify time tracking.

WORKING CONDITIONS

- Work Model: 100% Fully Remote.
- Working Hours: 40 hours/week, operating during standard EST business hours.
- Travel Expectations: None.

BENEFITS

- Flexible 1099 Structure: Independent contractor setup.
- Informal Perks: While there are no formal corporate benefits, the client is versátil on a case-by-case basis.
- Professional Growth: Direct coaching and mentorship, with opportunities for ongoing skill development.

INTERVIEW PROCESS

- Stage 1 (Operations Manager): Initial interview + practical scenario exercises (drafting a response to a sample client email and resolving a complex calendar scheduling scenario).
- Stage 2 (EOS Accelerator): Team fit & operational alignment conversation.
- Stage 3 (Founder & Principal): Final interview round.
- Assessment: Working Genius profile administered to top final-round candidates.

📌 Client Concierge (Colombia)
🏢 Talent Harbor
📍 Colombia