Office Management Associate

Job Description

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.

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.
  

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 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
  
  

About The Beacon Pointe Family Of Companies

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.