Administrative Operations Lead/Office Manager

Why Work at Mercer Advisors?

For more than 40 years, Mercer Advisors has been helping families amplify and simplify their financial lives by integrating financial planning, investment management, business management, tax, estate, insurance, and more, all managed by a single team. We deliver the kind of comprehensive care once reserved for only the wealthiest households. Today, we serve over 31,300 families across 90+ cities across the U.S.

Job Summary

We are a team of comprehensive financial services professionals headquartered in Encino, California. With two distinct companies under one roof, a business management multi-family office and an investment advisory firm, we are able to provide one-stop, seamlessly coordinated financial services such as business management, tax preparation and planning, accounting and bookkeeping, wealth management and financial planning.

Administration Duties

• Serving as Administrative Assistant to the Managing Partner
• Support the Managing Partner in scheduling and prioritizing a complex calendar comprised of varied and frequently shifting commitments
• Anticipate, plan, and support the Managing Partner for upcoming meetings, events, and other calendar commitments
• Support the Managing Partner in creating and editing documents and presentations
• Process Managing Partner’s expenses and time reporting
• Provide support in responding to all communications for the Managing Partner (email, telephone, etc.)
• Client/Visitor Management: Greet visitors and provide back up support for office reception; providing wayfinding and other travel logistics, directing communications, etc.
• Answering phones and responding to client requests and inquiries
• Scheduling meetings, generating agendas, and managing peripheral details as needed
• Scheduling meetings, and making travel arrangements as needed
• Providing administrative support to other departments or projects as needed

Operations Duties

• Supporting special projects and tracking progress towards company goals
• Maintaining mailroom and reception operations; Supervising day-to-day operations of the mailroom and reception department staff members; Guiding, directing, training, and evaluating staff, taking corrective action when necessary
• Managing and updating databases as needed
• Keeping track of inventory and ordering supplies
• Developing, reviewing, and improving administrative systems, policies, and procedures
• Working with accounting, internal controls and management team to process deposits, set budgets, monitor spending, and processing payroll and other expenses
• Building new and expanding existing skills by engaging in educational opportunities

Communication & Engagement Duties

• Reputation management. Support the development of brand awareness; maintain Firm branding
• Drafting and mailing customer correspondence and newsletters
• Planning and promoting office events, including meetings, conferences, interviews, orientations, and training sessions
• Support, create, develop, and assemble event, meeting, and conference materials
• Content management (including website)
• Managing and distributing all electronic newsletters and mass emails for the Firm; Maintain all distribution and email lists for the organization
• Compiling, distributing and tracking reports, brochures, invitations, and other communications with external parties
• Managing or overseeing all social advertising campaigns

Office Manager Duties

• Maintaining a clean, safe, well organized workspace for staff, visitors, and Partners; ensuring OSHA, EDD and other regulatory compliance
• Ensuring office is stocked with necessary supplies and all equipment is working and properly maintained
• Coordinating with Facility Management to ensure compliance with office maintenance, parking and other use and occupancy protocols; handling maintenance issues as needed
• Collecting, organizing, and storing information using computers/technology and filing systems
• Managing the maintenance of office and facility equipment
• Performing other duties as assigned

Qualification Requirements

• Bachelor’s degree in business administration, management, or related field
• 2+ years of experience in a similar position or field such as management or financial reporting, preferred
• Strong organizational and administrative skills
• Detail-oriented with strong analytical and problem solving, critical thinking, coaching, interpersonal, and verbal and written communication skills
• Exceptional leadership and time, task, and resource management skill
• Proficiency in Microsoft Office and data management software. Experience with TEAMS is preferred
• Ability to plan for and keep track of multiple projects and deadlines
• Familiarity with budget planning and enforcement, human resources, and customer service procedures
• Displays in-depth knowledge and understanding of social media platforms, their respective participants (Facebook, Twitter, Instagram, YouTube, Pinterest etc.)
• Willingness to continue building skills through education opportunities

Work Schedule

This professional role requires availability during standard business hours of Monday through Friday from 8AM to 5PM. At times, the role may have early or late hours to meet business tasks and deadlines for external and internal client needs. All roles classified as a non-exempt are required to record working time into the timekeeping system daily at the start and end of each workday plus a 30-minute unpaid lunch period.

Working Conditions

This position may be in a professional office environment or a dedicated home office workspace which is free of interruptions. Whether position is in a dedicated office space or home office workspace, basic technology needs will be provided to satisfy position requirements. Routinely sitting and standing for periods of time. No heavy lifting over 10 lbs.

Benefits

• Company Paid Basic Life & AD&D Insurance
• Company Paid Short-Term and Long-Term Disability Insurance
• Supplemental Life & AD&D; Short-Term Disability; Accident; Critical Illness; and Hospital Indemnity Insurance
• Three Cigna medical plans offerings including two High Deductible Health Plans and a Traditional Co-Pay medical plan
• Kaiser Medical plans available in California
• Health Savings Account (HSA) with company contributions if enrolled in either HDHP medical plan
• Dependent Care Savings Account for child and dependent care
• 14 Company Paid Holidays including a full week off at Thanksgiving
• Generous paid time off program for vacation and sick days
• Employee Assistance Plan
• Family Medical Leave
• Paid Parental Leave (8 weeks)
• Maternity benefits utilizing company paid STD, any supplemental STD, plus Parental Leave (8 weeks) to provide time for recovery, baby bonding, and enjoying your family time
• Adoption Assistance Reimbursement Program
• Company Paid Concierge Services for you and your loved ones for the spectrum of caring needs for your aging parents, young children, life’s challenges and more
• 401(k) Retirement Plan with both Traditional and Roth plans with per pay period match as well as an after-tax option
• Pet Insurance
• Personalized financial planning and guidance from Mercer Advisors professionals, offered at preferred employee pricing