Office Coordinator - Stearns Financial Group

Your Future Team

We are a fiduciary financial planning practice that was established in 1991. We are committed to placing our clients’ interests before our own. As trusted advisor, we will listen, help them identify solutions and coordinate with tax and legal counsel to help ensure that all decisions enhance our clients’ life vision. We provide comprehensive financial advice because we recognize life can have many detours and unexpected turns.

Stearns Financial Group provides services for multigenerational families, business owners, women in motion, wealth builders and pre-retirees and retirees. Our advisors have experience helping with intelligent aging, life transitions, divorce planning, business succession and values-based investing. Our offices in Chapel Hill and Greensboro, North Carolina, work with clients throughout the United States.

Our practice is affiliated with Hightower Advisors, a growth-focused wealth management firm with a multi-custodian platform that provides operational, business, technology and human resources support. Partnering with Hightower, Stearns Financial Group offers clients high-touch, personalized wealth management services plus sophisticated investment and technology solutions.

What You’ll Do

• Scheduling & Task Coordination: Manage scheduling for a team of financial advisors, coordinating approximately 350 tasks annually. Coordinate calendars for onsite and offsite client meetings and internal events.
• Client Service Oversight: Oversee the secure and timely handling of incoming client checks and service requests. Act as a liaison between clients, advisors, and custodians to ensure accurate processing and follow-through on financial transactions.
• Compliance & Gifting Program Management: Maintain a detailed gift-giving log to support regulatory compliance. Track and coordinate the distribution of baseball suite tickets, client and COI (Centers of Influence) gifts, and employee appreciation items.
• Office Operations & Vendor Management: Provide comprehensive office management support, including supply procurement, vendor coordination, and facility oversight. Negotiate vendor contracts and monitor service levels to ensure cost-effective and reliable operations.
• Technology Liaison & First-Line IT Support: Serve as the first point of contact for office technology issues. Provide basic troubleshooting and coordinate with IT support for escalated matters. Maintain awareness of system updates and communicate tech transitions to the team.
• Event & Meeting Logistics: Coordinate logistics for internal events, client meetings, and team offsites. Manage catering and meal planning, room setup, presentation materials, and guest accommodations to ensure a professional and welcoming experience.
• Document & Records Management: Maintain organized records of client interactions, compliance documentation, and internal procedures.
• Presentation Support: Format and refine presentation materials for financial advisors, ensuring consistency with brand standards and clarity for client-facing and internal use.
• Team Support & Culture Building: Foster a positive office culture by organizing employee recognition initiatives, seasonal celebrations, and wellness activities. Support onboarding of new team members and serve as a go-to resource for day-to-day operational needs.
  
  
  

What You’ll Bring

• Communication: Effectively communicates with colleagues and clients, following clear instructions and demonstrating understanding of assigned tasks.
• Problem Solving: Utilizes resources and procedures to solve problems effectively.
• Detail-Oriented: Focuses on understanding task details while maintaining awareness of the big picture.
• Organization: Maintains organized documentation and can retrieve specific items quickly using various filing systems. Documentation of all work completed and in process is a must, including client conversations.
• Time Management: Multitasks and prioritizes tasks in a fast-paced environment, managing conflicting priorities effectively.
• Work Style: Works well independently and collaboratively, forming good relationships and demonstrating sensitivity and respect.
• Initiative: Proactively seeks opportunities to assist colleagues and improve processes, demonstrating a positive work ethic and willingness to take initiative.
• Growth Mindset: Shows a willingness to learn and adapt, with a basic understanding of marketing principles and familiarity with social media platforms.
  
  
  

What We Offer

• Part-time position requiring approximately 25 hours per week, most hours concentrated Tuesday, Wednesday, Thursday, 9am-3pm, with a flexible schedule to add additional hours on either Monday or Friday
• This position pays $22 per hour.
  
  
  

Our Story

Founded in 2008, Hightower is a wealth management firm that provides investment, financial and retirement planning services to individuals, foundations and family offices, as well as 401(k) consulting and cash management services to corporations. Hightower’s capital solutions, operational support services, size and scale empower its vibrant community of independent-minded wealth advisors to grow their businesses and help their clients achieve their financial vision. Based in Chicago with advisors across the U.S., the firm operates as a registered investment advisor (RIA).

AN EQUAL OPPORTUNITY EMPLOYER: Hightower is an equal opportunity employer and does not discriminate based upon race, color, religion, sex, sexual orientation, pregnancy, marital status, national origin, citizenship, veteran status, ancestry, age (over 40), physical or mental disability, medical condition (cancer-related), gender identity or expression, genetic information including sickle cell or hemoglobin C trait, or any other consideration made unlawful by applicable federal, state, or local law.

You are a U.S. citizen, U.S. permanent resident or possess other unrestricted U.S. work authorization and will not require sponsorship for U.S. work authorization now or anytime in the future.