Position Summary:  

ThePractice Operations Specialistis an integral member oftheCerity 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 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 the appropriate team members, and take messages as needed 

• Maintain a professional, tidy, and organized front office environment at all times

• Coordinate visitor logistics including badging, conference room setup, and hospitality 

• Office Management 

• Manage day-to-day office operations including ordering and stocking supplies, maintaining kitchen and common areas, and coordinating with building management as needed 

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

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

• Coordinate office-wide communications and logistics for 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 firm’s CRM platform (Salesforce), maintaining the 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 and maintain SharePoint 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 

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

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

• Calendar & Meeting Coordination 

• Coordinate and manage calendars and meeting invitations for LA-based staff and, as needed, firmwide initiatives 

• Schedule internal and external meetings, calls, and conference room bookings; manage logistics for 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 to Cerity Partners brand guidelines, including consistent use of templates, fonts, colors, and design standards 

• Assist with printing, 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: 

• Associate’s orBachelor’s 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