Operations Manager ( Chief of Staff)

Penbrothers

10d•Remote

About The Position

Penbrothers is seeking an Operations Manager / Chief of Staff for their client, a boutique wealth management firm based in Atlanta, Georgia. This role will serve as a senior operating partner to the Managing Principal, overseeing processes across Marketing, Sales, Client Onboarding & Delivery, Investment, and Finance. The position requires a hands-on individual who can connect systems, improve processes, manage priorities, and drive execution with a high degree of independence. The ultimate goal is to build a more organized and scalable operation, ensuring clear ownership and consistent reporting, allowing the Principal to focus on clients and strategy.

Requirements

Cross-system operating ability; experience managing multiple business systems simultaneously.
Prior experience in a US financial services environment (e.g., RIA, broker-dealer, CPA practice, insurance agency).
Exposure to client account paperwork and confidential financial data.
Understanding of the importance of following documented procedures, maintaining accuracy, and escalating exceptions.
End-to-end client onboarding experience.
Reporting discipline; ability to build and sustain a recurring operating report.
Ability to commit contractually to a confidentiality and screening posture.
Strong written and spoken English, capable of explaining issues, recommending actions, and collaborating with a US-based principal.

Nice To Haves

Hands-on experience with HubSpot, AdvicePay, DocuSign, eMoney, Altruist, Wave.
SOP writing.
Meeting preparation.

Responsibilities

Connect and improve business systems to ensure they operate as a connected workflow.
Oversee the client onboarding flow across HubSpot, AdvicePay, DocuSign, and eMoney, identifying gaps and improving handoffs.
Maintain the sales process in HubSpot, including lead sources, pipeline information, and decline-reason tracking.
Identify opportunities to automate, delegate, simplify, or strengthen processes.
Translate the Principal's priorities into clear action plans, owners, deadlines, and follow-ups.
Set priorities and resolve routine operational issues independently.
Monitor deadlines, open items, and dependencies to ensure work progresses.
Identify risks early and propose recommended courses of action.
Coordinate and manage relationships with external marketing and PR partners.
Work closely with outsourced investment and bookkeeping functions to ensure clarity on responsibilities, deadlines, and deliverables.
Develop and maintain a recurring operating view across the firm's five core systems.
Track key business information, including revenue against target and other relevant operating metrics.
Establish a reporting rhythm that provides the Principal with a clear view of progress and areas needing attention.
Provide practical recommendations based on reported information.
Coordinate end-to-end client onboarding and related administrative workflows.
Support processes involving custodial account opening, transfer paperwork, documentation, and record retention.
Ensure required steps are completed accurately and consistently.
Maintain organized client records, documentation, and outstanding requests.
Create and maintain practical SOPs, checklists, and workflow documentation.
Identify unnecessary steps, recurring issues, and process gaps and implement improvements.
Work with sensitive client financial information and firm systems in accordance with approved access, security, and data-handling procedures.
Maintain a high standard of confidentiality and attention to detail.
Escalate compliance questions, exceptions, or unclear situations.