Administrative Operations Lead/Office Manager

Mercer Advisors•Los Angeles, CA

11d•$34 - $40•Hybrid

About The Position

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. For more than 45 years, our Firm has been providing peace of mind and financial well-being to high profile creative talent. We are seeking a perceptive, multifaceted professional to join our team as an Administrative Operations Lead / Office Manager. The dynamic professional, having prior management experience, will oversee office operations, administration, communications, and facility management functions. A successful applicant will be trustworthy, professional, analytical, detail-oriented, computer savvy, organized and service oriented. Influencing through servant leadership, a premier Administrative Operations Lead will understand the importance of their role as a cultural ambassador for the Singer Burke brand. In this capacity, the Administrative Operations Lead should champion and communicate the firm’s brand in a positive, authentic way that will deliver an exceptional experience for our staff, clients, and visitors. To succeed as an Office Manager, you must be focused on ensuring that the Firm’s offices and workspaces are pristine, organized, healthy, safe, and sanitized. Through effective execution of wide-ranging and multi-faceted operational duties, this position also is responsible for planning administrative procedures, managing schedules and deadlines, monitoring costs and expenses, supervising office activities, and maintaining inventory of office supplies. Thus, the ideal candidate has demonstrated knowledge of office operations, analytical thinking, problem solving, multitasking, leadership, and computer competencies. The position is full-time and reports to the Chief Operations Officer. This functions of the role serve our “matrixed” structure, meaning that although the position is part of the Operations and Administration team, the responsibilities of the role will require the Administrative Operations Lead/ Office Manager to not only work closely with the Partners and all teams across the firm, but to specifically to support the administrative and reporting needs of the Managing Partner.

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

Nice To Haves

Prior management experience
Trustworthy, professional, analytical, detail-oriented, computer savvy, organized and service oriented
Influencing through servant leadership
Champion and communicate the firm’s brand in a positive, authentic way
Focused on ensuring that the Firm’s offices and workspaces are pristine, organized, healthy, safe, and sanitized
Demonstrated knowledge of office operations, analytical thinking, problem solving, multitasking, leadership, and computer competencies
Pristine organizational skills with a bias towards efficiency
Genuine passion for serving others and is a natural relationship builder
Excellent judgment, poise, and professionalism; able to represent the Firm, Partners and Leaders to clients, visitors, and other external parties
Keen ability to work independently, show initiative, and take ownership while understanding the importance of collaboration & teaming
Natural problem solver with a bias to action
Practices superior time management. Able to re-prioritize tasks and support teams based on frequently changing needs and move forward even when faced with ambiguity
Appreciates and enjoys bringing a high level of detail to tasks
Anticipatory with a bias towards process analysis and innovative thinking
Enjoys communications, event planning and social media projects
Demonstrates winning Social Customer Service techniques such as empathy, patience, advocacy, and conflict resolution

Responsibilities

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.)
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
Organizing events, scheduling meetings, and making travel arrangements as needed
Providing administrative support to other departments or projects as needed
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
Reputation management. Support the development of brand awareness; maintain Firm branding
Prepare, edit, and format documents (memos, letters, presentations, etc.) to support the Firm
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)
Manage and distribute all electronic newsletters and mass emails for the Firm; Maintain all distribution and email lists for the organization
Compile, distribute and track reports, brochures, invitations, and other communications with external parties
Manage or oversee all social advertising campaigns
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

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.
Two comprehensive Dental Plans
Vision Insurance 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