Practice Operations Specialist

Position Summary:

ThePractice Operations Specialistis an integral member oftheCerityPartnersteam. 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 tomaintainingcritical data systems supporting consultingand marketingdeliverables and ensuring the day-to-day operations of the office run smoothly.

Primary Responsibilities

• Reception & Front-of-House

• Serve as the first point of contact for theoffice greeting all visitors and guests in a professional and welcoming manner

• Answer and direct incoming phone calls route inquiries to theappropriate teammembers and take messages as needed

• Maintain a professional tidy and organized front office environmentat all times

• Coordinate visitorlogisticsincluding badging conference room setup and hospitality

• Office Management

• Manage day-to-day office operations including ordering and stocking suppliesmaintainingkitchen andcommon areas andcoordinating withbuilding management as needed

• Serve as the primary point of contact for vendor relationships including office supplies equipment and facilities

• Assistcolleagues with day-to-day operational requests and troubleshoot general office needs

• Coordinate office-wide communications andlogisticsfor internal meetings team events and other on-site functions

• Maintain inventory of office equipment materials and supplies; proactively reorder before items are depleted

• Data Management & Systems (CRM / SharePoint)

• Serve as a data librarian for the firms CRM platform (Salesforce)maintainingthe accuracy completeness and integrity of client and prospect records

• Perform regular data audits and cleanup in Salesforce including updating contact information relationship records activity logs and pipeline data

• Manage andmaintainSharePoint sites for the practice ensuring content is current well-organized and easy to navigate

• Coordinate with team members to gather and upload materials documents and updates to SharePoint on an ongoing basis

• Identifyand implement improvements to data organization and content architecture in both Salesforce and SharePoint

• Assistin onboarding new team members to internal systems and document management practices

• Calendar & Meeting Coordination

• Coordinate and manage calendars and meeting invitations for LA-based staffandas needed firmwide initiatives

• Schedule internal and external meetings calls and conference room bookings; managelogisticsfor virtual and in-person meetings

• Prepare and distribute meeting agendas materials and follow-up items as directed

• Support scheduling for colleagues including client meetings prospect calls and firmwide events

• Track and communicate scheduling conflicts and proactively resolve them in coordination with relevant stakeholders

• Team Support

• Assistthe team with formatting editing and production of client-and prospect-facing materials including finalspitches RFP responses presentations and reports

• Ensure all client materials adhere toCerityPartners brand guidelines including consistent use of templates fonts colors and design standards

• Assistwithprinting binding and delivery of physical materials for client meetings as needed

• Proofread and quality-check deliverables before distribution to clients or prospects

• Support thetimelypreparation and submission of expense reportswhen needed;liaise with Accounting and Finance teams to resolve discrepancies andfacilitatesmooth processing

Required Qualifications:

• Associates orBachelors degree in Business Administration Communications or a related field

• 2 years of experience in an administrative operations or office management role; experience in financial services or professional services preferred

• Strongproficiencywith 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 reporting

• Exceptional attention to detail and organizational skills with the ability to manage multiple priorities simultaneously

• Strong written and verbal communication skills and a professional client-service-oriented demeanor

• Ability to exercise discretion andmaintainconfidentiality with sensitive client and firm information

• Self-starter with a proactive mindset and the ability to work independently as well as collaboratively

• Comfortable using or eager to learn AI-powered tools and platformsto support day-to-day administrative tasks improve efficiency and produce polished work products.

Preferred Qualifications:

• Familiarity withfinancial services or investmentterminology

• Experience with expense management platforms

• Exposure to brand or document management in a professional services context

Compensation Range:

$36/hour - $43/hour

WhyCerityPartners:

Our people drive our success by working together to deliver exceptional service to our clients. Below isa 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% match

• Flexible PTO policy

• Parental Leave

• Financialassistancefor advanced education and professional designations

• Opportunity to give back time to local communities

• Commuter benefits