Office Management Associate

Job Description

We are currently seeking qualified candidates to join Beacon Pointe Advisors as an Office Management Associate (20-40 hours/week) in our Falls Church, VA office. This individual will play an integral role in creating an exceptional experience for both our clients and our team by supporting office operations, leadership initiatives, client communications, and special projects. Working in-person alongside a collaborative team of wealth management professionals serving sophisticated, high-net-worth individuals, the Office Management Associate helps ensure our office operates with warmth, professionalism, and a high standard of excellence.

Our Virginia-Illinois (VAIL) team is a close-knit team of 15 professionals who genuinely enjoy working together. Whether we’re celebrating team milestones, hosting client appreciation events, or finding thoughtful ways to recognize the people around us, we highly value creating meaningful experiences for both our clients and one another. The ideal candidate for this role enjoys bringing organization to complexity, anticipates needs before they are asked, and thrives in a role with variety and enjoys helping others succeed.

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
• 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
• Plan and coordinate employee appreciation events, client educational seminars, networking events, team celebrations, and other office gatherings that strengthen relationships and reinforce our culture
• Serve as local office marketing point person
  • Attend and participate in conference calls
  • Collaborate with Beacon Pointe’s marketing and compliance executive team to ensure all marketing materials are up to date and compliant
  • Communicate changes and important info to advisors and staff
  • Manage 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
• Identify 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

• 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.)

This position offers opportunities for growth based on the candidate's interests and strengths, including operations, marketing, communications, executive support, business development, and project management.

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.