OPERATIONS ASSOCIATE

A private investment management group is seeking an Operations Associate to deliver exceptional operational support and high‑touch client service to senior leadership. This hands‑on role blends client‑facing responsibilities with critical operational and administrative functions. The ideal candidate is detail‑oriented, organized, and committed to providing white‑glove service while ensuring accuracy across all workflows. This individual should take ownership of processes from start to finish and consistently uphold operational excellence.

Responsibilities

Client Engagement & Service Delivery

• Serve as primary point of contact for client inquiries and service needs
• Build and maintain strong relationships with clients, family members, and external advisors/vendors
• Coordinate communication across internal teams and external partners
• Anticipate client needs and provide proactive solutions
• Ensure timely follow‑up and resolution of client matters
• Maintain detailed records of client preferences and interactions
  
  

Account Setup & Operational Administration

• Manage onboarding for new relationships and account openings, including creation of client profiles in reporting systems
• Prepare and organize account documentation, service agreements, and required forms
• Coordinate with custodians and financial institutions on account setup and ongoing maintenance
• Process account transactions such as transfers, distributions, and rebalancing requests
• Prepare subscription materials for new private investment commitments
• Monitor account activity and collaborate with custodian operations teams
• Ensure accuracy and compliance with all account‑related procedures
  
  

Meeting Preparation & Logistics

• Schedule and coordinate client and vendor meetings
• Prepare agendas, materials, and briefing documents
• Manage follow‑up tasks, commitments, and outstanding items through task‑management tools
• Coordinate logistics for in‑person meetings including travel and accommodations
• Maintain calendars for key deadlines and milestone events
  
  

Payment Administration & Funds Monitoring

• Process wire transfers, ACH payments, and check requests
• Review and verify payment instructions for accuracy and proper authorization
• Work with banking institutions to ensure timely execution of payments
• Monitor cash positions across accounts and manage liquidity needs
• Process bill payments and vendor disbursements
• Track recurring payments to ensure on‑time execution
• Maintain organized records of all payment activity and supporting documentation
  
  

Documentation Control & Workflow Support

• Maintain comprehensive electronic and physical client files
• Ensure proper documentation of all transactions and communications
• Track document execution and return workflows
• Coordinate signature processes for legal, trust, estate, and agreement documents
• Support real estate‑related transactions by organizing due‑diligence materials
  
  

Requirements

• Bachelor’s degree in Business, Finance, Communications, or related field
• 3 years of experience in client service, operations, or relationship‑support roles
• Experience in wealth management, private banking, private investment firms, or professional services preferred
• Exceptional interpersonal and communication skills with the ability to build rapport
• Excellent organizational skills with the ability to manage multiple priorities
• Strong attention to detail and commitment to accuracy
• High degree of professionalism and discretion
• Ability to handle confidential information securely
• Strong problem‑solving skills and proactive thinking
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Comfort with technology and ability to learn new systems quickly COMPENSATION: $85-100k
  
  

We are an Equal Opportunity Employer and consider qualified applicants for employment regardless of race, gender, gender identity, gender expression, age, color, religion, disability, veteran status, sexual orientation, or any other protected factor.