Office Management Associate

About the Role

We are seeking an Office Management Associate to join our Warsaw, IN office. The ideal candidate will assist in all aspects of the firm’s daily operations and handle general office management duties. You will join a highly talented team of wealth management and client service professionals serving sophisticated, high-net-worth individuals and large complex institutions. The team provides comprehensive wealth management services, including customized investment management and wealth planning to help clients achieve their financial goals.

Responsibilities

• Answer incoming calls and direct them as needed; manage day/evening voicemail and outgoing messages.
• Schedule client meetings primarily using Calendly and other communication methods.
• Prepare for client meetings by assembling statements, printing/binding deliverables, and setting up meeting rooms.
• Handle incoming mail, faxes, and maintenance of office equipment; manage daily overnight package drop-offs.
• Process basic client distribution requests as directed by the Client Services Manager.
• Perform administrative tasks for firm partners, including travel arrangements, meeting coordination, and other business-critical needs.
• Order food and beverages for meetings, and occasionally pick up/deliver items.
• Maintain office supplies, reorder as needed, and keep kitchen and common areas tidy.
• Correspond with building management regarding work orders, suite, building, and parking concerns.
• Input and update client information in internal systems, including CRM (Salesforce); create and generate reports.
• Deliver client/prospect communications; manage bulk email correspondence and client birthday cards.
• Review, edit, and enhance presentations, letters, and other communications with graphics.
• Coordinate and own events such as holiday parties, work-related happy hours, client events, team-building activities, and WAI events.
• Serve as the local office marketing point person: attend/participate in conference calls, collaborate with HQ marketing and compliance to ensure materials are up-to-date and compliant, and communicate changes to advisors and staff.
• Order and maintain office supplies through StorFront (online portal for Beacon Pointe branded products).
• Assist with general administrative and office management duties as needed.
• Participate in team projects and initiatives to streamline firm policies and procedures.

Requirements

• Four-year college degree or equivalent experience.
• Excellent interpersonal and verbal/written communication skills.
• Strong commitment to detail with excellent organization and prioritization skills.
• Proven ability to work in a fast-paced, evolving environment and multitask effectively.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Office 365, etc.).

About Beacon Pointe Advisors

Beacon Pointe Advisors is one of the nation’s largest Registered Investment Advisor firms, with headquarters in Southern California and affiliate offices nationwide. The firm provides advisory services to institutions (e.g., endowments, foundations), high-net-worth individuals, and families. Beacon Pointe has been recognized by industry publications such as Forbes, Financial Advisor Magazine, and Barron’s.