Office Management Associate

Job Description

We are currently seeking qualified candidates to join Beacon Pointe Advisors as an Office Management Associate in our Campbell, CA office. The ideal candidate will be responsible for assisting in all aspects for the firm’s daily operations in addition to handling general office management duties.  This candidate will join a highly talented team of wealth management and client service professionals that service sophisticated, high net worth individuals and large complex institutions.  The team is responsible for providing a select group of clients with comprehensive wealth management services to include customized investment management and wealth planning services to help our clients achieve their financial goals.

Responsibilities

• Establish and maintain standards for welcoming clients, guests, and visitors to create a professional, warm, and hospitality-focused environment.
• Answering incoming calls and appropriately directing them as needed; ownership of day/ evening voice mailbox and outgoing voice mail messages
• Scheduling all Client Meetings using primarily Calendly, and also other forms of communication
• 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
• Directly supervise on-site team members and multiple locations
• Lead office readiness initiatives for new hires, office openings, relocations, and expansions.
• Oversee front office operations, phone coverage, hospitality, and client communications.
• 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
• Maintaining office supplies and reordering as needed, keeping kitchen and common areas tidy
• 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
  • Ownership of BP bulk email correspondence and Client Birthday Cards
• Reviewing, editing, adding graphics, etc. to presentations, letters and other various communications
• Event coordination and ownership
  • Holiday parties, work related happy hours, client events, team building activities, WAI events, etc.
• Serve as local office marketing point person
  • Attend/ participate in conference calls
  • Collaborate with HQ marketing and compliance to ensure all marketing materials are up to date and compliant
  • Communicate changes and important info to advisors and staff
  • Ownership of ordering and maintaining office supplies through StorFront (online portal for all BP branded specific products)
• Assisting with other general administrative and office management duties as needed
• Additional duties may entail participation in team projects and assisting with initiatives designed to streamline firm policies and procedures.

Qualifications

• 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 work in a fast-paced environment, evolving work environment and able to multi-task
• 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. Beacon Pointe provides advisory services to a range of clients, including institutions (i.e., endowments, foundations), high-net-worth individuals, and families.  Beacon Pointe has been recognized by various industry publications including Forbes, Financial Advisor Magazine, Barron’s, and more. For more information, please visit Awards Disclosures.