Operations Associate

Operations Associate 

In-Office | Full-Time 
Salary Range: $60,000–$85,000 annually 

As the Operations Associate, you will serve as the operational backbone of the organization, supporting daily business functions and ensuring efficient, high-quality execution across the firm. You will play a critical role in managing day-to-day operations, refining internal processes, and providing strategic administrative support to leadership, all while helping maintain a polished, high-performing professional environment. This role is ideal for a highly organized, proactive professional with 5–7 years of experience in operations, administration, or professional services who is motivated to grow into an Operation’s Manager position within approximately one year based on performance. 

 

What You’ll Do

Office Support

• Provide primary phone coverage, screen incoming calls, and resolve inquiries when possible or direct them to the appropriate team member.
• Process daily mail and filing as needed.
• Prepare outgoing and overnight packages.
• Process checks for deposit to custodians.
• Maintain office supplies and marketing materials.
• Prepare and send boxes to storage as needed.
• Maintain a current vendor list and serve as the primary point of contact for vendors, building management, and service providers.
• Greet visitors and coordinate refreshments as needed.
• Schedule meetings and set up conference calls.
• Organize logistics for office gatherings and special events.
• Coordinate logistics for holiday client gifts and events.

Operational Oversight

• Manage daily, weekly, monthly, and annual administrative and operational activities.
• Support firm leadership with workflow coordination and administrative priorities.
• Schedule and confirm client appointments.
• Assist with calendar management, meeting coordination, and travel arrangements for Advisor teams.
• Coordinate onboarding logistics for new hires, including technology, office setup, and training schedules.
• Prepare internal communications, reports, and materials for team meetings.
• Maintain and update the firm’s internal processes, procedures, and operational documentation.
• Ensure office protocols align with the firm’s brand, professional standards, and commitment to client service.
• Communicate confidentially with vendors regarding scheduling, billing, maintenance, and other operational matters.
• Support compliance procedures, including document retention and the secure handling of sensitive client information.
• Follow up with service providers to ensure accurate and timely completion of requests.
• Identify opportunities to improve workflows, administrative processes, and overall operational efficiency.

Marketing & Communications

• Support and spearhead firm marketing initiatives, including social media and email newsletters.
• Assist with client communications, marketing materials, and special communications as needed.
• Help maintain consistency with the firm’s brand and professional standards across internal and external communications.
• Coordinate marketing-related logistics, materials, and vendor relationships.

Client Service

• Prepare materials for client account reviews and prospective client meetings.
• Prepare custodial and other client account paperwork.
• Gather and distribute tax-related documents to clients and accountants.
• Assist with the distribution of quarterly client reports, newsletters, and other communications.
• Set up new clients and maintain accurate, up-to-date information in the firm’s CRM system.

What You’ll Need to Succeed:  

• Bachelor’s degree preferred
• 5–7 years of experience in operations, office management, administration, or a related professional-services environment.
• Experience working directly with Wealth Management or Investment Advisory teams preferred.
• Strong organizational skills with the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Excellent written and verbal communication skills and a professional presence.
• Strong phone and interpersonal skills with a service-oriented approach.
• Excellent time-management, prioritization, problem-solving, and follow-through skills.
• Proficiency with Microsoft Office, including Word, Excel, and PowerPoint.
• Experience working with CRM software.
• Demonstrated ability to take initiative, anticipate needs, and work independently.
• Strong attention to detail and commitment to accuracy.
• Professional discretion and the ability to handle confidential client and business information appropriately.
• Ability to build positive working relationships with leadership, colleagues, clients, vendors, and service providers.

What This Company Offers you 

• ​ Growth and promotion path to Operations Manager Work closely with leadership in a collaborative, professional environment 
• ​​​ Comprehensive health, dental, and vision coverage 

• Short Term Disability, Long Term Disability, and Basic Life and Accidental Death & Dismemberment insurance 

• 401(k) retirement plan with employer matching 

• Vacation 

• Sick Leave 

• 11 paid Holidays 

• Employee Assistance Program 

• Professional development opportunities, including tuition reimbursement and training programs. 

Please note that these are just some potential examples and the specific benefits and perks offered may vary based on the position and location.  

Compensation:  

Salary range between $60,000–$85,000 annually 

Please note: We are not accepting phone inquiries regarding the status of applications. Only qualified candidates will be contacted. Additionally, we are not working with agencies or third-party recruiters at this time. Thank you for your understanding.  

The Company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, the Company complies with applicable state and local laws governing nondiscrimination in employment at its location.