Office Administrator/Administrative Officer

Organization

RWA Wealth Partners is a boutique wealth management firm that provides customized solutions designed to help clients grow and protect their wealth so they can pursue a rewarding lifestyle, realize their goals, and create a legacy for generations.

Our team of professionals operates from eight offices across the nation, serving over 6,000 clients and managing over $19 billion in assets.

We are looking for passionate individuals who are eager to make a difference in the lives of our clients while being part of a collaborative and innovative team. If you are ready to elevate your career in a dynamic environment that values respect, teamwork and personal growth, consider joining us at RWA Wealth Partners.

Role Overview

The Office Administrator/Administrative Officer will play a key role in ensuring the smooth daily operations of our new San Francisco office, serving as the first point of contact for employees, clients, and visitors. This position is responsible for maintaining a well-organized, professional, and welcoming environment, while providing high-level administrative and facilities support. The ideal candidate will be highly dependable, adaptable, and proactive in anticipating the needs of the team. Additionally, this being a hybrid role, will assist our business administration team for Private Wealth with addressing client needs as part of their daily activities as time allows. This is a fully onsite role that involves regular interaction across departments and active engagement in maintaining our workplace experience.

Office Administrator Responsibilities

• Act as the initial point of contact for all visitors. Coordinate logistics for client and vendor visits, including guest registration and parking validation.
• Answer incoming calls and direct them to the appropriate person or department.
• Open, sort, scan, and distribute mail, faxes, emails, and other correspondence to the appropriate person or department.
• Manage office inventory and supplies, including but not limited to:
• Checking the resource room and pantry area twice daily.
• Replenishing snacks each morning.
• Ensuring all work and kitchen surfaces are clean, organized, and well-maintained.
• Conduct regular facility checks (e.g., HVAC, plumbing, electrical, lighting) and report any issues to tenant services.
• Manage facility requests and coordinate vendor visits for repairs and deliveries.
• Maintain a strong onsite presence, with daily responsibilities that require being in the office five days a week and regularly walking throughout the facility to support operations and facilities coordination.
• Create and deactivate employee badges as part of the onboarding and offboarding processes.
• Communicate workplace operations memos to employees as needed.

• Provide meeting and event support:
• Coordinate the booking of conference rooms through Outlook.
• Arrange catering when required.
• Assist with All Hands meetings and other internal events.
• Offer general administrative support, including printing, scanning, and binding documents.
  
  

Administrative Officer Responsibilities:

• RWA Firm documentation: prep & file IMAs, ASA, Schedule Change Letters
• Custodian forms: Account Opening, Transfer & Maintenance forms / Doc Prep
• Financial Account Maintenance Tasks: Admin changes, Bene changes, adding POA, Trustee updates, etc
• Ad hoc paperwork tasks: Account Applications, Standing Instructions, etc
• Schedule Change Letters (Fee, Investment Objective, Administration)
• NIGOs/Service Messages: Onboarding, transfer, maintenance cases
• Account Recon & Asset Tracking
• Account opening & funding: track custodian opening & transfer status
• Contact Preference Center (CPC) processing: address, email, phone number changes
• Docusign CLM: DocGen & Filing client documents in CLM
• Docusign eSignature: prep envelopes & send when requested
  
  

Education, Experience And Qualifications

• Minimum of 3 years' experience in office management, administrative support, or a similar professional setting.
• Highly organized and detail-oriented, with a proactive approach to task and time management.
• Proven customer service experience, with a solution-oriented approach to handling inquiries or concerns.
• Proficient in supporting executives or teams through calendar management, conference room scheduling, and meeting preparation.
• Adaptable and flexible, with the ability to manage shifting priorities.
• Quick to learn and comfortable navigating new tools, systems, and technologies.
• Strong ability to prioritize tasks effectively and independently implement practical solutions.
• Reliable and consistent, with a high degree of professionalism and discretion when handling sensitive or confidential information.
  
  

Compensation

The anticipated base salary range for this position is $60,000- $80,000. Final base compensation will be carefully determined based on several factors including relevant knowledge, skillset, and experience. Additionally, this role may be eligible for other forms of compensation and benefits, such as discretionary bonus, health, dental, and vision plans, and employer 401(k) contributions.

RWA Wealth Partners is an equal opportunity employer. We believe that the most effective way to invite and retain a diverse workforce is to build an enduring culture of inclusion and belonging. The Firm does not discriminate in employment because of race, creed, national origin, religion, age, color, sex, marital status, sexual orientation, gender identity, disability, citizenship status or protected veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations.

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