Part-Time Office Manager - Financial Services

Job Description

Job Description

WHO WE ARE

We are a financial planning firm in Chico, CA, focused on serving professionals and business owners in Chico and across the country. We support approximately 70% of our clients virtually and have two peak seasons throughout the year. June and July are intentionally slower months for our firm, offering a lighter workload and greater flexibility to enjoy the summer.

THE ROLE

We are looking to hire a Part-Time Office Manager to own the operational and administrative health of our firm so that our team has the structure, systems, resources, and accountability needed to deliver world-class service to clients. You will keep the office running smoothly, create a welcoming client experience, and help our team stay focused on what they do best.

The ideal candidate is someone who takes initiative, pays close attention to detail, and enjoys wearing multiple hats. From greeting clients and assisting with scheduling to supporting internal projects and improving internal processes, you'll play an important role in keeping our team supported and the firm operating successfully. You're someone who anticipates needs, follows through, and takes pride in making things easier for those around you.

WHAT YOU’LL DO

Office & Business Operations

• Own day-to-day office operations, including facilities, supplies, equipment, technology, mail, and vendor coordination
• Proactively anticipate office needs and maintain a professional, organized, and welcoming environment consistent with the firm's brand standards

EOS & Team Accountability

• Own the administration of the firm's EOS operating system, including Level 10 meetings, Scorecards, Rocks, To-Dos, Issues Lists, and the Accountability Chart, ensuring tools are consistently maintained and utilized
• Coordinate quarterly and annual planning, track commitments, and follow up to keep priorities and projects moving forward
• Take ownership of operational matters that don't require leadership decisions, proactively identify issues, and follow through on outstanding items to keep the team on track

Processes & Continuous Improvement

• Maintain the firm's standard operating procedures (SOPs) and documented processes
• Partner with team members to document core processes, identify inefficiencies, and implement improvements that streamline workflows
• Help ensure established processes are consistently followed across the firm

People Operations & Team Experience

• Provide administrative support for recruiting, onboarding, offboarding, employee records, PTO tracking, benefits administration, and training coordination
• Organize team meetings, retreats, celebrations, and other activities that support a positive team culture
• Help identify employee-related needs or concerns that may require leadership's attention

Client Service Support

• Coordinate client meeting preparations, including scheduling, meeting spaces, materials, and document workflows
• Support client events, gifting, communications, and CRM standards while helping establish consistent processes that deliver a world-class client experience
• Partner with the Relationship Manager to ensure the team has the resources and support needed to serve clients effectively

Business Administration & Financial Coordination

• Coordinate invoices, expenses, bookkeeping workflows, payroll administration, vendor contracts, insurance renewals, and other recurring business needs
• Maintain administrative calendars and track important deadlines, including licensing and registration requirements
• Prepare operational reports and coordinate with outside professionals, including accounting, payroll, and compliance providers

WHAT YOU’LL BRING:

• 2-3+ years of professional experience in office management, administrative support, or a similar role
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities effectively
• Proactive, dependable, and self-motivated, with the ability to anticipate needs and work independently
• Excellent written and verbal communication skills with a warm, professional, and personable approach
• Comfortable using technology, including Microsoft Office and Google Suite of tools
• Ability to coordinate projects, track commitments, and keep team members accountable
• Strong problem-solving skills with an eye for identifying inefficiencies and improving processes
• Ability to handle confidential employee, client, and business information with discretion
• Previous experience in financial services or familiarity with EOS is a plus, but not required

WHAT WE OFFER

• $25-$30/hour, depending on experience
• Part-time, approximately 20-30 hours per week
• Flexible work schedule, ideally Monday-Friday, 9:00 AM-2:00 PM
• Generous holiday schedule, generally following New York Stock Exchange market holidays
• Summer schedule flexibility
• Paid sick leave
• Small, collaborative, family-oriented team
• Potential opportunity to expand into a full-time role over time