Office Coordinator

Aon plc; Melville (NY); On-site; USD 59,000 - 72,000; Full time

Benefits offered by this job

PTO

Paid holidays

401(k) with match

Job summary

Wealthspire is seeking an organized Reception and Office Operations Associate to support client service teams across multiple offices. You will handle front-desk duties, scheduling, CRM updates, and general administrative tasks to ensure smooth daily operations.

In this role you will maintain office spaces, coordinate with vendors, assist HR and IT with onboarding, plan client and employee events, manage mail, and provide reliable support to advisors and colleagues.

Qualifications

• College degree preferred.
• Excellent communication, organizational, and multitasking skills with strong attention to detail.
• Professional, dependable, and committed to providing excellent client service.
• Ability to work collaboratively, take initiative, and manage competing priorities.
• Proficiency in Microsoft Office; experience with CRM systems and SharePoint is a plus.
• Ability to handle confidential information with discretion and professionalism.

Responsibilities

• Greet clients and visitors; answer calls and direct inquiries.
• Assist Advisors and Client Service Associates with scheduling, client communications, CRM updates.
• Prepare conference rooms for client and internal meetings, including setup, refreshments, and cleanup.
• Maintain the professional appearance and organization of office common areas, conference rooms, and kitchens.
• Support HR and IT with onboarding and offboarding; coordinate meetings and events.
• Process mail, packages, and shipments; assist with filing and SharePoint organization.

Skills

Communication skills

Organizational skills

Multitasking

Discretion with confidential info

Education

College degree preferred

Tools

CRM systems

SharePoint

Microsoft Office

Job description

Posting Description

Who We Are:

Wealthspire is a leading wealth management, retirement advisory, and business management firm serving individuals, families, endowments, and institutions across the United States, Canada, and the United Kingdom. We provide a comprehensive platform that brings together wealth management, institutional consulting, business management, family office, and retirement plan advisory services - empowering clients to navigate complexity with clarity and confidence.

With over 1,400 employees across more than 40 offices, we deliver insights and solutions backed by deep research, technology, and decades of expertise. Our collective businesses create a unified ecosystem designed to meet clients wherever they are in their financial journey. Wealthspire is redefining the future of financial solutions through collaboration, scale, and a steadfast commitment to putting people first - our clients, our colleagues, and our communities.

For more information, visit www.wealthspire.com.

Key Responsibilities

Reception and Client Support

• Greet clients and visitors, answer incoming calls, and direct inquiries to appropriate team members.
• Assist Advisors and Client Service Associates with scheduling, client communications, CRM updates, and general administrative needs.
• Prepare conference rooms for client and internal meetings, including setup, refreshments, and cleanup.

Office Operations and Facilities

• Maintain the professional appearance and organization of office common areas, conference rooms, and kitchens.
• Manage office supplies, snacks, beverages, and meal orders for offices throughout the region.
• Serve as a liaison with property management and external vendors for building maintenance, repairs, deliveries, and other facilities-related needs.
• Support the RingCentral phone system, office equipment, and general operational needs.
• Assist with office moves, setups, and facilities-related projects.

Mail and Administrative Support

• Process incoming and outgoing mail, packages, faxes, and shipments, including logging and routing incoming client checks.
• Assist with document preparation, filing, SharePoint organization, and client paperwork.
• Provide general administrative support, including correspondence, reports, and other team requests.

Employee and Event Support

• Partner with HR and IT to assist with employee onboarding and offboarding, including workstation setup, building access, and welcome materials.
• Provide administrative and logistical support for internal meetings, client events, community initiatives, and employee functions.
• Assist with coordinating client and employee gifts, cards, and mailings.
• Perform other duties as needed to support the team and regional operations.

Qualifications

• College degree preferred.
• Excellent communication, organizational, and multitasking skills with strong attention to detail.
• Professional, dependable, and committed to providing excellent client service.
• Ability to work collaboratively, take initiative, and manage competing priorities.
• Proficiency in Microsoft Office; experience with CRM systems and SharePoint is a plus.
• Ability to handle confidential information with discretion and professionalism.

Required Skills

• Proofreading - Experienced

Optional Skills

• File Management - Advanced
• Data Entry - Experienced
• Office Administration - Experienced
• Calendar Management - Experienced
• Physical Security - Intermediate
• Emergency Response - Intermediate
• Incident Reporting - Intermediate
• Market Research - Intermediate
• Incident Response - Intermediate
• Security Management - Experienced
• Document Management - Experienced
• Confidentiality - Advanced
• Email Management - Experienced
• Travel Planning - Experienced

What We Offer

Wealthspire is proud to offer a competitive salary, PTO & paid holidays, 401(k) with match, and more. The base salary range for this position is $58,500 -$71,500. The base salary offered will be determined by factors including, but not limited to, experience, credentials, education, certifications, skill level required for the position, the scope of the position, and geographic location. Actual base salary offered will be determined on a case-by-case basis. In addition to the base salary, this position may be eligible for performance-based incentives.

Wealthspire is an inclusive Equal Employment Opportunity employer.

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