Practice Operations Specialist

Position Summary:The Practice Operations Specialist is an integral member of the Cerity Partners team . This role blends front-of-house responsibilities with substantive operational and project-based work, serving as the organizational backbone of the local office while contributing directly to firmwide initiatives. The ideal candidate is highly organized, detail-oriented, and comfortable managing a wide range of tasks — from warmly welcoming guests and routing calls to maintaining critical data systems, supporting consulting and marketing deliverables, and ensuring the day-to-day operations of the office run smoothly.Primary ResponsibilitiesReception & Front-of-HouseServe as the first point of contact for the office, greeting all visitors and guests in a professional and welcoming mannerAnswer and direct incoming phone calls, route inquiries to the appropriate team members, and take messages as neededMaintain a professional, tidy, and organized front office environment at all timesCoordinate visitor logistics including badging, conference room setup, and hospitalityOffice ManagementManage day-to-day office operations including ordering and stocking supplies, maintaining kitchen and common areas , and coordinating with building management as neededServe as the primary point of contact for vendor relationships including office supplies, equipment, and facilitiesAssist colleagues with day-to-day operational requests and troubleshoot general office needsCoordinate office-wide communications and logistics for internal meetings, team events, and other on-site functionsMaintain inventory of office equipment, materials, and supplies; proactively reorder before items are depletedData Management & Systems (CRM / SharePoint)Serve as a data librarian for the firm’s CRM platform (Salesforce), maintaining the accuracy, completeness, and integrity of client and prospect recordsPerform regular data audits and cleanup in Salesforce, including updating contact information, relationship records, activity logs, and pipeline dataManage and maintain SharePoint sites for the practice, ensuring content is current, well-organized, and easy to navigateCoordinate with team members to gather and upload materials, documents, and updates to SharePoint on an ongoing basisIdentify and implement improvements to data organization and content architecture in both Salesforce and SharePointAssist in onboarding new team members to internal systems and document management practicesCalendar & Meeting CoordinationCoordinate and manage calendars and meeting invitations for LA-based staff and, as needed, firmwide initiativesSchedule internal and external meetings, calls, and conference room bookings; manage logistics for virtual and in-person meetingsPrepare and distribute meeting agendas, materials, and follow-up items as directedSupport scheduling for colleagues including client meetings, prospect calls, and firmwide eventsTrack and communicate scheduling conflicts and proactively resolve them in coordination with relevant stakeholdersTeam SupportAssist the team with formatting, editing, and production of client - and prospect- facing materials including fin al s pitches, RFP responses, presentations, and reportsEnsure all client materials adhere to Cerity Partners brand guidelines, including consistent use of templates, fonts, colors, and design standardsAssist with printing, binding, and delivery of physical materials for client meetings as neededProofread and quality-check deliverables before distribution to clients or prospectsSupport the timely preparation and submission of expense reports when needed; liaise with Accounting and Finance teams to resolve discrepancies and facilitate smooth processingRequired Qualifications:Associate’s or Bachelor’s degree in Business Administration , Communications, or a related field2+ years of experience in an administrative, operations, or office management role; experience in financial services or professional services preferredStrong proficiency with Microsoft Office Suite and SharePoint, with advanced PowerPoint skills including the creation of professional, visually compelling decks for internal and client-facing use.Experience with Salesforce or another CRM platform, including data entry, maintenance, and reportingExceptional attention to detail and organizational skills, with the ability to manage multiple priorities simultaneouslyStrong written and verbal communication skills and a professional, client-service-oriented demeanorAbility to exercise discretion and maintain confidentiality with sensitive client and firm informationSelf-starter with a proactive mindset and the ability to work independently as well as collaborativelyComfortable using or eager to learn AI-powered tools and platform s to support day-to-day administrative tasks, improve efficiency, and produce polished work products.Preferred Qualifications:Familiarity with financial services or investment terminologyExperience with expense management platformsExposure to brand or document management in a professional services contextCompensation Range:$36/hour - $43/hourWhy Cerity Partners :Our people drive our success by working together to deliver exceptional service to our clients. Below is a glimpse of the key elements of our total rewards package:Health, dental, and vision insurance – day 1!401(k) savings and investment plan options with 4% matchFlexible PTO policyParental LeaveFinancial assistance for advanced education and professional designationsOpportunity to give back time to local communitiesCommuter benefitsCerity Partners is committed to providing an environment where all individuals can be their authentic selves. We are an Equal Opportunity Employer who respects each individual and supports the diverse cultures, perspectives, and experiences of our colleagues. We are dedicated to building an inclusive and diverse workforce and will not discriminate based on race, religion, national origin, sex, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by law.Cerity Partners is committed to working with and providing accommodations to applicants with disabilities or special needs. For those needing accommodations, please reach out to View email address on click.appcast.io. Applicants must be authorized to work for any employer in the U.S. #J-18808-Ljbffr Cerity-Partners