Office Manager

Office Manager

Seaside Wealth Management

Location:

Carlsbad, CA

Work Type:

On-Site

Compensation:

$65,000 – $95,000 annually

Employment Type:

Full-Time

COMPANY OVERVIEW

Seaside Wealth Management, Inc. (Seaside) is an independent registered investment advisory firm that provides personalized financial planning and investment management services to individuals, families, and businesses. Our mission is to empower clients to achieve their financial goals and foster long-term relationships built on trust and integrity.

ABOUT THE ROLE

Seaside is seeking a motivated, warm, team-oriented person with a high attention to detail who will be the first point of contact for our clients. Responding with urgency to all client requests and taking on a variety of tasks to increase the company’s capacity, efficiency, and effectiveness. You are the first impression for our company, whether that is through a phone call or welcoming guests into the office. You are polite, outgoing, and engaging and thrive on building relationships.

KEY ACCOUNTABILITIES

• Creating exceptional experiences for clients (50%)
• Scheduling & Calendar Management (20%)
• Office Management (30%)

CREATE EXCEPTIONAL CLIENT EXPERIENCES (50%)

• Meet and greet clients and visitors upon arrival, offer drinks and refreshments, and have their name on the TV screen
• Field and respond to inbound client requests as the first point of contact with the firm
• Answer the phones and create a positive experience for clients and prospects calling in
• Prepare conference rooms and agendas for client and prospect meetings
• Coordinate logistics for lunch meetings
• Event Planning & Gifting – manage all client ambassador activities including:

Creating and sending birthday, anniversary, get well, and special occasion cards to clients

Sending gifts or flowers for birthdays, anniversaries, sympathy, or significant milestone events

Coordinating all details related to holiday gifts

Coordinating all logistics related to client and prospect events

Updating the compliance log with each gift

• Maintain detailed notes in the CRM and keep an accurate record of all client communication, correspondence, and gifts sent

SCHEDULING & CALENDAR MANAGEMENT (20%)

• Manage and maintain calendars for advisors and leadership, including scheduling, rescheduling, and resolving conflicts
• Schedule client appointments and proactively coordinate follow-up meetings as directed by advisors
• Coordinate multi-party meetings – managing logistics such as dial-in details, conference room reservations, and agendas
• Send meeting confirmations, reminders, and preparation materials to clients and prospects prior to appointments
• Track recurring review meeting cadences and proactively reach out to schedule upcoming appointments
• Coordinate travel arrangements and off-site meeting logistics for leadership as needed
• Maintain an up-to-date scheduling system and ensure calendar accuracy across the team

OFFICE MANAGEMENT (30%)

• Open and close the office daily
• Ensure all office supplies are fully stocked, including birthday cards, greeting cards, and holiday cards
• Order snacks and ensure the fridge and kitchen are well stocked for clients and the team
• Prepare coffee and maintain a clean, organized kitchen throughout the day
• Maintain the professional appearance of all office common areas including supply cabinets, filing cabinets, conference rooms, and kitchen
• Empty trash each evening; run dishwasher at end of day and unload first thing in the morning
• ensure carpets are clean and manage the cleaning crew to maintain office appearance
• Manage and operate office equipment; troubleshoot and resolve issues as they arise
• Maintain office supply inventories including stationery, postage, business cards, and kitchen items
• Scan and file documents to the electronic imaging system
• Distribute client services tasks to other team members as needed
• Assist with planning team events such as happy hours and team lunches
• Pay vendor bills and maintain an up-to-date manual of business processes and procedures

QUALIFICATIONS

• 5 years of experience in client service; financial services or RIA experience preferred
• Proficiency in Microsoft Office required; experience with CRM, document management, and portfolio accounting software preferred
• Strong organizational and time management skills with the ability to manage multiple calendars and competing priorities
• Excellent written and verbal communication skills
• Professional appearance and demeanor required

EMPLOYEE BENEFITS

• 401(k) with company match with discretionary profit sharing
• Performance-based annual bonus with opportunity to earn additional compensation based on firm performance
• Employer paid medical insurance