(Wealth Management) Office Manager & Team Coordinator

Description

(Wealth Management) Office Manager & Team Coordinator

Location: Walnut Creek, CA (In-office, Monday-Friday)

Compensation Range: Competitive base salary commensurate with experience

Type: Full-Time

Join Our Team at Muirwood Private Wealth - Muirwood Private Wealth is a boutique, independent wealth management firm serving high-net-worth individuals, families, and business owners. Founded by partners who have worked together for decades, the firm is built on long-standing relationships, trust, and a commitment to delivering highly personalized financial guidance.

The team takes a holistic approach; simplifying complex financial decisions and proactively anticipating client needs through thoughtful planning, communication, and service.

As a close-knit and growing firm (approximately 8–10 team members), Muirwood values collaboration, accountability, and a strong team-first mentality.

Position Overview – Muirwood Private Wealth is seeking an Officer Manager and Team Coordinator who will act as the “eyes and ears” of the office, proactively identifying needs, solving problems, and ensuring both the team and clients have an exceptional experience.

The role is primarily internal-facing (90%), with selective client interaction (greeting clients, coordinating meetings, supporting communications). It requires someone who is equally comfortable handling day-to-day administrative tasks and taking initiative on higher-level operational improvements. This is an ideal opportunity for someone seeking a long-term career in office management within a boutique financial services environment.

Requirements

Role & Responsibilities

You will support end-to-end operations that impact client service and firm efficiency, including but not limited to:

Office Operations & Administration

• Oversee daily office operations to ensure efficiency, organization, and professionalism
• Manage office supplies, vendor relationships, shipping/logistics, and equipment maintenance
• Serve as liaison with building management, IT providers, and external vendors
• Maintain office calendars, schedules, and internal communications (holidays, closures, etc.)
• Ensure shared spaces (kitchen, conference rooms, work areas) are organized and fully stocked
  
  
  

Team & Executive Support

• Provide administrative support to Managing Partners and broader team
• Assist with scheduling, document formatting, expense coordination, and ad hoc requests
• Support internal workflows, reporting, and process execution
• Take ownership of operational projects and identify opportunities for efficiency improvements
• Act as a reliable “go-to” resource for team needs across the office
  
  
  

Client Experience & Front Office Support

• Deliver a polished, welcoming experience for clients and guests
• Greet clients in person and support meeting logistics (hospitality, coordination)
• Assist with scheduling, confirmations, and follow-ups
• Support client communications with professionalism and attention to detail
  
  
  

Event & Project Coordination

• Coordinate logistics for client events, team meetings, and offsite gatherings
• Assist with client appreciation initiatives and seasonal outreach
• Support planning and execution of events from concept through completion
  
  
  

Technology & Systems Management

• Manage office platforms and vendor accounts (shipping, office tools, etc.)
• Maintain organized cloud storage (Box or similar) for internal documentation
• Troubleshoot basic IT issues and coordinate with external support
• Utilize Microsoft Office Suite (Outlook, Excel, Word) for daily operations
  
  
  

What We’re Looking For

• ~3–7 years of experience in office management, operations, or administrative support
• Experience in professional services or a fast-paced office environment preferred
• Financial services or wealth management experience is a plus, but not required
  
  
  

Core Competencies

• Highly organized with strong attention to detail and time management
• Strong Microsoft Office proficiency (Excel, Outlook, Word required)
• Ability to manage multiple priorities and shift between tasks seamlessly
• Comfortable working independently with minimal oversight
• High level of discretion and professionalism
  
  
  

Key Traits for Success

• Team-first mindset: Willing to jump in wherever needed—no task too big or small
• Self-starter: Proactively identifies gaps and takes action without being asked
• Curious & coachable: Open to feedback, asks thoughtful questions
• Accountable: Owns mistakes, communicates clearly, and follows through
• Client-centric: Cares deeply about delivering a high-quality experience
• Entrepreneurial: Thrives in a small, high-energy, growing environment
• Adaptable: Comfortable shifting between tactical and strategic work
  
  
  

Compensation

Base Salary:

• $72,000 – $75,000 annually (target range based on experience)
  
  
  

Total Rewards

• Quarterly bonus eligibility (performance-based; earned post-ramp)
• ~4% profit-sharing contribution to 401(k)
• 50% Employer Paid Benefits (Health, Vision, Dental)
• Competitive benefits package
  
  
  

Onboarding Structure

• Structured 90-day onboarding period
• 30 / 60 / 90-day check-ins with leadership
• Clear expectations and hands-on training support
• Ongoing feedback to ensure long-term success
  
  
  

Salary Description

$72,000-$75,000