Operations Specialist

Operations SpecialistWe are a client-centered, boutique wealth management practice committed to delivering a high-touch and highly personalized client experience. Our team is intentional about how we operate, focusing on consistency, professionalism, and proactive service to ensure every client relationship is supported with excellence.We are seeking a highly organized, detail-oriented, and proactive Operations Specialist to support our advisory team, enhance client service delivery, and help drive operational and marketing execution across the practice.The Operations Specialist plays a central role in the coordination and execution of client service, business operations, and marketing initiatives. This individual ensures that internal processes run efficiently, allowing advisors to remain focused on client relationships and strategic planning.This role is highly collaborative and serves as a key connector between advisors, clients, and operational systems to ensure a seamless and elevated client experience.Key ResponsibilitiesClient Service (30%)Implement, and maintain standardized client service processes that ensure a consistent and exceptional client experiencePartner with leadership to monitor execution of the firm’s Client Service ModelOwn and manage prospect and new client onboarding workflowsCoordinate and execute client service touchpoint plans and Model Week activitiesAssist clients with digital platform enrollment and ongoing account servicing supportRespond to client inquiries and route requests appropriately to advisorsManage incoming prospect calls and coordinate appointment scheduling or advisor referralsPartner with home office to resolve escalated service issues or account errorsPractice & Business Operations (45%)Partner closely with leadership and advisory team to support daily business operations and workflow executionMaintain and optimize the CRM system, ensuring data accuracy, reporting integrity, and effective utilization for practice managementSupport advisors and case managers with client service coordination and administrative executionServe as system expert for internal tools and operational platformsOversee office operations and space management, including:Maintaining a professional, client-ready office environmentEnsuring workstations are organized, functional, and compliantSupport brand consistency across all office touchpointsTracking office equipment, maintenance logs, and replacement cyclesManage internal phone systems, voicemail standards, and call routing protocolsMonitor compliance updates and communicate changes to the teamTrack continuing education requirements and ensure completion across team membersTrack advisor state licensing requirements including:Ensuring advisors are properly registered and licensed in the states they serve clients inTracking revenue generated from clients who relocate to another stateMarketing & Event Coordination (25%)Partner with marketing leadership to develop and execute a 12-month marketing strategy aligned with practice goalsMaintain a structured marketing calendar including seminars, events, client touchpoints, digital campaigns, and networking activitiesCoordinate and execute client events, seminars, appreciation events, and community initiatives, including logistics, vendor coordination, guest management, and materialsManage client appreciation programs, including milestone recognition and seasonal giftingOversee marketing communications and ensure accurate, timely distribution via automated systemsMaintain and update the firm website, ensuring content remains current and aligned with branding standardsEnsure all marketing and event activities comply with regulatory and firm compliance requirementsSupport Centers of Influence (COI) strategy, including coordination of advisor networking with CPAs, attorneys, and other professionalsTrack referrals and support the development of a structured recognition and referral tracking systemQualifications & Experience2+ years of experience in a financial services, wealth management, or professional services operations role (preferred)Experience with CRM systems (Salesforce or similar preferred)Strong organizational and project management skillsHigh attention to detail with a commitment to accuracy and follow-throughStrong written and verbal communication skillsAbility to manage multiple priorities in a fast-paced, client-focused environmentFamiliarity with financial services compliance standards (preferred)College degree preferred but not requiredCompensation & BenefitsHourly: $33.65 – $43.27, based on experienceNon-exemptPaid time off and paid holidays401(k) with employer matchLong-term disabilityGrowth OpportunityThis role is designed for a long-term contributor who is interested in growing within a high-performing wealth management practice. As the Operations Specialist develops within the role, there are opportunities to expand responsibilities.Equal Opportunity EmployerWe are an Equal Opportunity Employer and is committed to building a diverse and inclusive team.A background check will be conducted as part of the hiring process, and successful completion is required for employment, in accordance with applicable laws.