Practice Operations Specialist

Cerity Partners•El Segundo, CA

10d•Onsite

About The Position

The Practice Operations Specialist is an integral member of the Cerity Partners team. This role blends front-of-house responsibilities with substantive operational and project-based work, serving as the organizational backbone of the local office while contributing directly to firmwide initiatives. The ideal candidate is highly organized, detail-oriented, and comfortable managing a wide range of tasks — from warmly welcoming guests and routing calls to maintaining critical data systems, supporting consulting and marketing deliverables, and ensuring the day-to-day operations of the office run smoothly.

Requirements

Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field
2+ years of experience in an administrative, operations, or office management role; experience in financial services or professional services preferred
Strong proficiency with Microsoft Office Suite and SharePoint, with advanced PowerPoint skills including the creation of professional, visually compelling decks for internal and client-facing use.
Experience with Salesforce or another CRM platform, including data entry, maintenance, and reporting
Exceptional attention to detail and organizational skills, with the ability to manage multiple priorities simultaneously
Strong written and verbal communication skills and a professional, client-service-oriented demeanor
Ability to exercise discretion and maintain confidentiality with sensitive client and firm information
Self-starter with a proactive mindset and the ability to work independently as well as collaboratively
Comfortable using or eager to learn AI-powered tools and platforms to support day-to-day administrative tasks, improve efficiency, and produce polished work products.
Applicants must be authorized to work for any employer in the U.S.

Nice To Haves

Familiarity with financial services or investment terminology
Experience with expense management platforms
Exposure to brand or document management in a professional services context

Responsibilities

Serve as the first point of contact for the office, greeting all visitors and guests in a professional and welcoming manner
Answer and direct incoming phone calls, route inquiries to the appropriate team members, and take messages as needed
Maintain a professional, tidy, and organized front office environment at all times
Coordinate visitor logistics including badging, conference room setup, and hospitality
Manage day-to-day office operations including ordering and stocking supplies, maintaining kitchen and common areas, and coordinating with building management as needed
Serve as the primary point of contact for vendor relationships including office supplies, equipment, and facilities
Assist colleagues with day-to-day operational requests and troubleshoot general office needs
Coordinate office-wide communications and logistics for internal meetings, team events, and other on-site functions
Maintain inventory of office equipment, materials, and supplies; proactively reorder before items are depleted
Serve as a data librarian for the firm’s CRM platform (Salesforce), maintaining the accuracy, completeness, and integrity of client and prospect records
Perform regular data audits and cleanup in Salesforce, including updating contact information, relationship records, activity logs, and pipeline data
Manage and maintain SharePoint sites for the practice, ensuring content is current, well-organized, and easy to navigate
Coordinate with team members to gather and upload materials, documents, and updates to SharePoint on an ongoing basis
Identify and implement improvements to data organization and content architecture in both Salesforce and SharePoint
Assist in onboarding new team members to internal systems and document management practices
Coordinate and manage calendars and meeting invitations for LA-based staff and, as needed, firmwide initiatives
Schedule internal and external meetings, calls, and conference room bookings; manage logistics for virtual and in-person meetings
Prepare and distribute meeting agendas, materials, and follow-up items as directed
Support scheduling for colleagues including client meetings, prospect calls, and firmwide events
Track and communicate scheduling conflicts and proactively resolve them in coordination with relevant stakeholders
Assist the team with formatting, editing, and production of client- and prospect- facing materials including final pitches, RFP responses, presentations, and reports
Ensure all client materials adhere to Cerity Partners brand guidelines, including consistent use of templates, fonts, colors, and design standards
Assist with printing, binding, and delivery of physical materials for client meetings as needed
Proofread and quality-check deliverables before distribution to clients or prospects
Support the timely preparation and submission of expense reports when needed; liaise with Accounting and Finance teams to resolve discrepancies and facilitate smooth processing