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Financial Services Office Manager

3 months ago

Arlington, United States Transcend Practice Management Full time
Job DescriptionJob DescriptionOffice Manager - Financial Services
Location: (in office--must be able to commute to Arlington, VA)
MUST HAVE EXPERIENCE IN THE FINANCIAL SERVICES INDUSTRY
Compensation: $80,000 to $90,000 based on experience

The best and brightest always have choices in the wealth management arena. Working with us – a rapidly growing private wealth management firm - is an investment in your future that will reap rewards for years to come. We are currently seeking an experienced Office Manager to join our team.

We are a Wealth Management advisory firm that is growing rapidly, as it expands its business model and explores new and innovative ways to serve clients and advisors. We take pride in having an entrepreneurial culture that embraces collaboration, empowers team members to excel, and serves clients first - always.

Our team is close and tight knit, working collaboratively to bring our values to the table each day: a client-first approach, integrity, authenticity, humility, and abundance. We are committed to delivering high-quality, high-touch experiences to our clients so that, no matter whom they work with, clients know that they are receiving our utmost attention. Being their advocate is the highest honor for us

We are excited to have an opportunity to welcome a new Office Manager to our team If you enjoy managing a team that is focused on finding solutions to client needs, we would love to hear from you The attributes that we look for in teammates include:
  • Demonstrated success managing and working with a team toward achieving defined results
  • Effective communication and leadership skills with the ability to influence others
  • Project management and process improvement
  • Ability to prioritize and delegate multiple competing tasks and projects
  • Strong decision-making skills
  • Open and adaptable to change
  • Highly organized and detail-oriented
  • Results-driven and delivers outcomes while working in a fast-paced environment
  • Constantly thinking ahead and anticipating the needs of others
  • Routinely seeks feedback to identify gaps and solve problems
  • Passion, patience, and enthusiasm
  • Commitment to exceeding client expectations
  • Thorough listening skills
  • Strong written communication skills
  • Desire to be a long-term contributing member of the team
  • Ability to take constructive criticism with an open mind and professional response

Get in touch today so that we can get to know you. At our firm, you will work with some of the most successful families, individuals, and business owners around. You will provide life-changing support to clients who look to us as advocates for their hopes and dreams.

As the Office Manager, you will play a crucial role in the smooth functioning of the office. With overall responsibility for day-to-day operations, you must be able to work effectively with other staff members, clients, and the Wealth Advisor(s). You will report to the Principals and collaborate with all levels of the organization. Additionally, the role ensures the accuracy of transactions, oversees account maintenance, acts as a liaison with the broker/dealer as needed and ensures compliance with all relevant government regulations. As the Office Manager, you are responsible for:
 
  • Leading and running the organization on a daily basis, promoting team collaboration and an excellent client experience.
  • Planning, directing, coordinating, and overseeing operations activities in the organization, ensuring the development and implementation of efficient operations and cost-effective systems to meet the current and future needs of the organization.
    • Overseeing all client servicing and tasks.
    • Organizing workflow across key divisions of the organization..
    • Bringing innovation to client experience standards. 
  • Serve as key advisor and counsel to Principals.
  • Own and continuously improve operating cadence, processes and strategies for optimized efficiency and productivity.
  • Delegate projects and tasks to employees, support them, and hold them accountable to the results. Be proactive in keeping principals’ aware of incomplete or unresolved tasks or goals.
  • Proactively identify opportunities to add value to the company.
  • Focus on prioritizing Principals’ time, initiatives, and mental energy by acting as the point of contact for the Principals. Access all internal and external inquiries, triage, and identify priorities that require Principals’ focus. Organize ideas, projects, people, time, and resources necessary to keep Principal informed but with reduced day-to-day involvement. 
  • Manage technology for the Principals’ brand and reputation via social media – LinkedIn, Twitter, etc.
  • Project Management of external Board of Directors/Committees and business associates. Facilitate external relationships and assist with management of strategic initiatives for external boards and organizations. 
  • Manage key relationships and build a process to track and nurture key stakeholders and clients. 
  • Support Advisor Team, on behalf of Principals:
o    Aggregate weekly advisor reports: track what’s in pipeline, compare actual vs. planned, and benchmark.
o    Complete monthly 1:1 meetings with advisors. Create agendas, and document meeting minutes and executable next steps.
o    Monitor action steps and ensure timeliness of completion. Proactively follow up with the advisors if goals are not being achieved to determine why and provide actionable recommendations to ensure completion.
o    Improve efficiency of Partner-to-Direct Reports communication and update process.

The culminating goal of the role is to provide an excellent client experience by working closely with the entire team. It is an exciting role with insight on - and participation in - the next iteration of the firm’s growth.

Interested in more details? Expectations for this position include:
 
  1. Provide mentoring and guidance to assist staff with their development by emulating the firm’s core values and operating principles.
  2. Responsible for the measurement and effectiveness of all internal and external processes.
    • Provides timely, accurate, and complete reports on firm operations.
  3. Review work methods and procedures for possible quality improvements and efficiencies and implement them when appropriate.
  4. Develop, communicate, and implement effective processes, including growth strategies, workflow initiatives, and improvements in the client experience.
  5. Collaborate with leadership regarding the operational infrastructure of systems, processes, compliance, and personnel.
  6. Manage, assign, and delegate work and provide feedback to operational staff.
  7. Act as a technical resource and provide training and support to staff.
  8. Maintain the CRM system to ensure accuracy and maximize the effectiveness of the data.
  9. Manage and resolve client service problems.
  10. Create and annually update an Office Procedures Manual.
  11. Tolerance of ambiguity
  12. Comfort and versatility interacting with employees, clients, and all business and personal associates of the Principal
  13. Excellent time management and multi-tasking skills to manage multiple deadlines and complete projects with superb attention to detail
  14. Highly proficient in Microsoft Office and Windows software, especially Outlook, Word, Excel, and PowerPoint. Possess a mindset of embracing technology
  15. Nimble business mind with a focus on developing creative solutions; be flexible in a fast-paced environment
  16. Possess a growth mindset and demonstrate initiative by being willing to take on new responsibilities, take charge of a responsibility without being asked, or make suggestions for improvement.

Qualifications for this role include:
  • BS/BA Required
  • 4-6 years’ experience in the financial services industry
  • Minimum 2 years’ experience leading an operational team
  • Detail-oriented, Efficient time management, decision-making, and organizational skills
  • Superior interpersonal, oral, and written communications skills
  • Prior management experience and a strong track record of leading and developing individuals
  • Effectively convey complex objectives into discrete steps and tasks to facilitate successful implementation
  • Excellent attitude and an extraordinary client service orientation
  • Ability to handle multiple tasks and operate within tight deadlines
  • Proficiency in computer-based programs and systems
    • Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
    • CRM
    • Calendly
 
Opportunities for continued growth and advancement are available and encouraged in all team members.

We welcome a diverse pool of applicants from various backgrounds and urge you to apply to learn more about what our firm offers and see if it might be an attractive fit for both us and you. We look forward to meeting you

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Company DescriptionWe welcome a diverse pool of applicants from various backgrounds and urge you to apply to learn more about what our client firm offers and see if it might be an attractive fit. We look forward to meeting youCompany DescriptionWe welcome a diverse pool of applicants from various backgrounds and urge you to apply to learn more about what our client firm offers and see if it might be an attractive fit. We look forward to meeting you