Office Management Associate

Beacon Pointe Advisors•Bala Cynwyd, PA

4d•Onsite

About The Position

We are currently seeking a qualified, motivated individual to join Beacon Pointe Advisors as an Office Management Associate in our Bala Cynwyd, PA (Philadelphia suburbs) office. The ideal candidate will be responsible for assisting in all aspects of the firm’s daily operations in addition to handling general office management duties. This individual will join a highly talented team of wealth management and client service professionals that service sophisticated, high net worth individuals, families and institutions. The team is responsible for providing clients with comprehensive wealth management services, including investment management and wealth planning to help our clients achieve their financial goals.

Requirements

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 and high volume work environment, multi-task and problem solve
Positive attitude and ability to work collaboratively with colleagues
Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Office 365, etc.) and CRM systems

Responsibilities

Answering incoming calls and appropriately directing them as needed; ownership of day/ evening voice mailbox and outgoing voice mail messages
Scheduling and confirming all client meetings and greeting clients in the office
Helping prepare for client meetings by assembling client statements and meeting reports, printing/binding all deliverables and preparing the meeting rooms
Handling of incoming mail, faxes and maintenance of office equipment and business services; copying and binding presentations; daily overnight package drop off as needed
Acting as the Executive Assistant for the Managing Director and performing administrative tasks for other advisors in the office, including booking travel
Coordinating ordering and delivery of food and beverage for internal team events and meetings
Maintaining office supplies and reordering as needed
Keeping kitchen and common areas clean and tidy
Correspondence with building management regarding work order requests, or suite, building and parking concerns
Coordinating with vendors for office related hardware and software
Input and updating of client information into various internal systems including CRM (Salesforce); creating and generating reports, filing documents online
Delivering client/ prospect communications
Ownership of BP bulk email correspondence, holiday cards, client gifts and other client reachouts
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
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.