Administrative Specialist

FIRM OVERVIEWHeritage Wealth Advisors is an independently owned Registered Investment Advisor (RIA) that specializes as a multi-family office serving ultra-high-net-worth families, individuals, and institutions. We are dedicated to protecting, growing, and sustaining wealth across generations through deeply personalized, long-term strategies. Our comprehensive services span six financial pillars: Family Office, Financial Planning, Investment Management, Tax Planning, Philanthropy, and Institutions. Founded in 2005, Heritage is rooted in enduring relationships and guided by a multi-generational mindset. With offices in Richmond, VA, Charlottesville, VA, and Pittsburgh, PA, we deliver thoughtful guidance and fiduciary care through every phase of life and legacy.ROLE SUMMARYThe Administrative Associate – Office Coordinator is a pivotal operations role responsible for advancing Heritage’s client service and office management platform. This position oversees front-office operations, ensures a welcoming and professional environment, and coordinates logistics and administrative support across teams to maintain seamless office functionality. In addition to managing daily reception and office activities, the Administrative Associate partners with the Administrative Manager and colleagues to optimize workflows, support event logistics, and implement process improvements. The role requires exceptional organizational skills, attention to detail, and the ability to balance multiple priorities while modeling Heritage’s values and delivering exceptional client service.Reporting directly to the Administrative Manager, the Administrative Associate – Office Coordinator is integral to firmwide initiatives, supporting office operations, facilitating internal communications, and aligning administrative practices with Heritage’s long-term vision and standardsRESPONSIBILITIESAssist the Finance, Human Resources, and Technology departments with projects and various tasks such as monitoring leave requests, monthly reporting audits, basic bookkeeping, assist with the hiring and promotion process and preparing expense reports.Support the overall compliance program, including compliance testing and reporting, Code of Ethics requirements, and serving as liaison with the compliance consulting firm on administrative matters.Collaborate on cross functional team projects requiring implementation of new processes, systems, and best practices.Work with the Wealth Planning Associate and finance department to obtain outstanding accounts receivable items.Greet and direct visitors, maintain a safe and clean reception area, conference rooms, and common office spacesAnswer, screen, and forward phone calls, direct inquiries to appropriate personnelSchedule and organize meetings, travel, conferences, and employee functionsManage and update filing systems, retrieve information as neededSort and distribute mail, process invoices and checks, and maintain supply inventoryOversee office supply procurement, vendor relationships, and ensure timely restockingCoordinate office maintenance requests and liaise with property managementSupport onboarding of new employees, including workspace setup and orientation logisticsAssist with event planning and execution, including internal meetings, client events, and firm gatheringsTrack and report on office management metrics (e.g., supply usage, maintenance requests, visitor logs)Serve as the primary resource for contact management and CRM process questionsProcess tax returns by scanning and organizing documents, updating tracking systems, and assembling returnsProvide general administrative support, including scheduling, expense reimbursements, and special projectsRecommend and implement process improvements to enhance office operations and client experienceQUALIFICATIONSTwo or more years of administrative experience, preferably in a professional services environmentStrong computer skills – proficient with Microsoft Office Suite; familiarity with CRM and SharePoint preferredExcellent interpersonal and communication skills, both written and oral, with professional telephone etiquetteDetail-oriented with a high level of accuracy and organizationDemonstrated ability to manage multiple priorities and coordinate logisticsProven track record in office management or coordination is a plusDemonstrated alignment with Heritage Core Values:Collaboration – Works constructively with team members to support collective goalsIntellectual Curiosity – Embraces ongoing learning and adaptation in a dynamic fieldIntegrity – Prioritizes fiduciary responsibility and ethical conductPassion – Committed to delivering excellence and meaningful outcomes for clientsCOMPENSATION & BENEFITSCompetitive salary and bonus potential, based on experience and performanceComprehensive benefits package, including medical, dental, vision, life, AD&D, and disability insurance401(k) with profit sharingFinancial support for professional development, including certification programs and continuing educationPaid time off (vacation, sick leave, holidays) with flexible scheduling and hybrid/remote work optionsParental leave and family leave policiesAccess to firm resources, internal planning services, and networking / thought leadership events

Salary : $46,100 - $62,500