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Beacon Pointe · 3 months ago

Office Management Associate

Bala-Cynwyd, PA

Full-time

Onsite

New Grad, Entry Level

Beacon Pointe Advisors is one of the nation’s largest Registered Investment Advisor firms, and they are seeking an Office Management Associate to assist with daily operations and general office management duties. The role involves supporting client meetings, managing office supplies, coordinating events, and performing administrative tasks for the team.

Financial Services

Growth Opportunities

Responsibilities

Answering incoming calls and appropriately directing them as needed; ownership of day/ evening voice mailbox and outgoing voice mail messages

Scheduling and confirming all client meetings and greeting clients in the office

Helping prepare for client meetings by assembling client statements and meeting reports, printing/binding all deliverables and preparing the meeting rooms

Handling of incoming mail, faxes and maintenance of office equipment and business services; copying and binding presentations; daily overnight package drop off as needed

Acting as the Executive Assistant for the Managing Director and performing administrative tasks for other advisors in the office, including booking travel

Coordinating ordering and delivery of food and beverage for internal team events and meetings

Maintaining office supplies and reordering as needed

Keeping kitchen and common areas clean and tidy

Correspondence with building management regarding work order requests, or suite, building and parking concerns

Coordinating with vendors for office related hardware and software

Input and updating of client information into various internal systems including CRM (Salesforce); creating and generating reports, filing documents online

Delivering client/ prospect communications

Ownership of BP bulk email correspondence, holiday cards, client gifts and other client reachouts

Reviewing, editing, adding graphics, etc. to presentations, letters and other various communications

Event coordination and ownership

Holiday parties, work related happy hours, client events, team building activities, WAI events, etc

Serve as local office marketing point person

Attend/ participate in conference calls

Collaborate with HQ marketing and compliance to ensure all marketing materials are up to date and compliant

Communicate changes and important info to advisors and staff

Ownership of ordering and maintaining office supplies

Assisting with other general administrative and office management duties as needed

Additional duties may entail participation in team projects and assisting with initiatives designed to streamline firm policies and procedures

Qualification

Microsoft Office proficiencyCRM systemsInterpersonal skillsOrganizational skillsEvent coordinationPositive attitudeProblem-solving

Required

Four-year college degree or equivalent experience required

Excellent interpersonal and verbal/written skills

Strong commitment to detail with excellent organization and prioritization skills

Proven ability to work in a fast-paced and high volume work environment, multi-task and problem solve

Positive attitude and ability to work collaboratively with colleagues

Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Office 365, etc.) and CRM systems

Company

Beacon Pointe

Beacon Pointe Advisors is one of the largest independent Registered Investment Advisory firms (RIAs) in the nation, working with institutions, defined contribution plans, individuals, and families.

Founded in 2002