Office Management Associate

Responsibilities

• Coordinating office operations, maintaining supplies and reordering as needed, keeping kitchen and common areas tidy
• Helping prepare for client meetings by assembling client statements, printing/binding all deliverables and preparing the meeting rooms
• Handling of incoming mail, faxes and maintenance of office equipment and business services; daily overnight package drop off as needed
• Administering administrative tasks as directed by partners of the firm; this may include travel arrangements, setting and coordinating of meeting requests and other business critical needs
• Ordering of food and beverage for meetings and at times picking up/ delivering
• Correspondence with building management regarding work order requests, or suite, building and parking concerns
• Input and updating of client information into various internal systems including CRM (Salesforce); creating and generating reports
• Delivering client/ prospect communications
• Coordination of quarterly client newsletters, working with partners of the firm to create content, manage contributors, coordinate with BP marketing for compliance, and manage delivery
• Coordination of bulk client communication, client gifts, milestone recognition, and firm correspondence
• Reviewing, editing, adding graphics, etc. to presentations, letters and other various communications
• Planning and coordinating employee appreciation events, client educational seminars, networking events, team celebrations, and other office gatherings that strengthen relationships and reinforce our culture
• Serving as local office marketing point person
• Attending and participating in conference calls
• Collaborating with Beacon Pointe’s marketing and compliance executive team to ensure all marketing materials are up to date and compliant
• Communicating changes and important info to advisors and staff
• Managing ordering and inventory of office supplies through StorFront (online portal for all BP branded specific products)
• Assisting with other general administrative and office management duties as needed
• Identifying opportunities to improve office processes and documentation to enhance efficiency, consistency, and the client experience.
• Additional duties may entail participation in team projects and assisting with initiatives designed to streamline firm policies and procedures.

Qualifications

• A four-year college degree or equivalent experience required
• Excellent interpersonal and verbal/written skills
• Strong commitment to detail with excellent organization and prioritization skills
• Proven ability to thrive in a fast-paced, evolving work environment while managing multiple priorities
• Professional presence and confidence interacting with high-net-worth clients
• Self-starter with the ability to anticipate needs and take initiative
• Passion for delivering exceptional client service and hospitality
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Office 365, etc.)