Chief Of Staff

1 month ago

Lombard, United States Forum Financial Management Full time
Job DescriptionJob Description

Chief of Staff 
Forum Financial Management, LP
WWW.FORUMFINANCIAL.COM

Forum Financial Management, LP is a rapidly growing Registered Investment Advisory Firm (RIA) that has over 7 billion AUM. Forum was founded in 2005, and became an independent RIA in 2009. At Forum, we use a highly diversified investment strategy derived from decades of academic research. While this strategy has been called many things, we think the term “evidence-based investing” best describes this approach. We strive to take the emotions out of investing and counsel clients to avoid making short-sighted moves based on current market conditions.

We are seeking a highly organized Chief of Staff who is responsible for keeping the organization aligned through strong communication and project management. This individual acts as the ‘right hand’ to our co-managing partners as well as key members of the management team. The scope of the role includes collaborating with key stakeholders to ensure that communication is flowing to the various groups, coordinating high-level meetings and projects for the firm, and making recommendations that can help improve the way we operate internally. This is a highly visible role where you will have several opportunities to make an impact on a growing firm. 

This individual will be responsible for Executive Administration & Project Management:

Executive Administration- keep our firm running smoothly by supporting for our leadership team.

•Partner Meetings- point person for coordinating and assisting with pre-meeting agenda prep, in-meeting notetaking, and tracking follow-up items from meetings (includes Partner meetings, Management meetings, and Executive Council meetings)

o Work with Co-Managing Partners to select dates and send out calendar invites

o Coordinate with outside speakers

o Oversee technology for meetings (e.g. Zoom, screen-sharing, working with onsite tech support)

o Capture and draft minutes/parking lot

o Draft Agenda

o Monitor agenda timing and notify speakers if time is running behind

o Set agenda prep meetings to hold speakers accountable for preparing their presentations 1+ weeks prior to the scheduled meeting

o Set meetings to establish an agenda for partner meetings

•Annual Management Retreat - Support the administrative needs for the annual management retreat by assisting HR with coordinating dates, venue, logistics, and meeting setup (e.g. tech, printouts)

•Management Meetings - Serve as the administrator for weekly and quarterly management team meetings including identifying dates, sending invites, managing Zoom or in-person logistics, capturing minutes and distributing them to the appropriate parties, and monitoring agenda timing to keep the discussion on track.

•Co-Managing Partner Meetings - coordinate meetings for the Co-Managing partners, coordinate travel calendars, capture action items, and track follow-ups as needed.

•Executive Team Support –coordinating with the Chairperson on scheduling meetings, creating/disseminating agenda, and recordings/disseminating meeting minutes

o Responsible for proofreading documents, developing presentations, and drafting materials to keep key initiatives moving forward.

o Track Key dates for the executive council (member rotation, chairperson voting, annual council review, outreach assignment rotation

o Develop and administer surveys and voting as needed

Project Management- project management support to ensure timely and successful completion of firm-wide initiatives.

•Provide project management for firm-wide initiatives, engaging stakeholders while finishing on time and within scope.

•Develop and maintain project plans, track progress, and ensure that project deliverables meet the required standards.

•Collaborate with other departments to gather project requirements, define project scope, and create detailed work plans.

•Create high-quality PowerPoint decks for partner meetings, executive presentations, and other key events.

•Ensure that all presentation materials are clear, visually appealing, and effectively communicate the intended message.

The ideal candidate will have the following skills and experience:

•5-7+ years’ experience in a high-level administrative support role

•Intermediate to advanced skills in Excel to effectively use data and PowerPoint to create visualizations

•Written communication that is easy to read with document formatting and storytelling that highlights key messages

•Works well in a fast-paced environment while maintaining high attention to detail

•Self-starter and can often begin processes or follow-up without incremental direction

•Ability to listen and assess business needs across functional areas to understand current capabilities and needs

Why work for Forum Financial Management?

We are a rapidly growing organization with a competitive total rewards package, continuing education & training, and tremendous career potential. This role will be critical in driving the future growth of the firm as we are only as successful as a firm as our advisors are individually.

Benefits- we offer a full benefits package including health (PPO, HMO, HSA, and FSA), Dental, Vision, Disability, and Life Insurance.

401k – we offer a 401k plan that includes an automatic company contribution of 5% of salary.

PTO – employees start off with 18 days plus 2 floating holidays they can use at any given time.

Flexible work schedule -we offer a hybrid working schedule and require our employees to report to the office once a week. (Any day that works best for you).

Professional Development- Forum wants to grow our talent from within and we recognize the role that professional development plays in that. We help our employees identify professional development goals each year and we offer several ways for employees to build their individual skillset.

Employee Engagement – employee engagement is very important to Forum, and we believe our employees are our greatest assets, so we strive to host quarterly cultural building activities, monthly office luncheons, and other activities to increase productivity within the company.

Forum Financial Management, LP believes that all persons are entitled to equal employment opportunity and does not discriminate against nor favor any applicant because of race, sex, color, disability, national origin, gender identity/expression, actual or perceived.

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