Office Coordinator

Aon plc; San Rafael, Northern (CA, KY); Hybrid; USD 51,000 - 61,000; Full time

Job summary

Wealthspire is seeking an organized Office Coordinator to join our client service team in San Rafael. You will support Advisors across daily operations, manage calendars, and handle rooms, gifts, and deliveries.

Attention to detail and proactive communication are essential. Ideal candidates have a bachelor’s degree (preferred) and at least two years of experience, with strong Excel/CRM skills and a professional appearance.

Qualifications

• Bachelor’s degree preferred.
• At least two years of relevant work experience.
• Numerical accuracy and attention to detail a must.
• Ability to prioritize tasks and work in a team environment.
• Professional appearance and manner.
• Strong written and verbal communication skills.

Responsibilities

• Meet and greet clients and prospects.
• Answer phones.
• Manage the company calendar, schedule client & internal meetings.
• Set-up and break down meeting rooms for client meetings, and internal group meetings.
• Responsible for sending client ad-hoc gifts requested by Advisors.
• Responsible for staff recognition and modeling culture – order lunch, decorate for birthdays.
• Manage incoming mail and deliveries.
• Manage supply room – keeping items stocked and orderly.
• Order office and kitchen supplies.
• Coordinate with facilities management as needed to keep office orderly and clean.
• Assist with printing quarterly client reports & invoices when necessary.
• Assist with setting up new CRM Records and Document folders.
• General administrative assistant support.
• Trouble shoot technology as needed.
• Assist with special projects as requested.
• Participate in and assist with client and other marketing events (off-hours may be requested).
• Be the general go to person as items arise and step in to help as needed.
• Proficient with in-house office systems - Client Relationship Management and Document Management Systems (e.g., Salesforce, Box, Calendly).
• Excellent computer skills with Microsoft Office® Suite

Skills

Communication skills

Detail orientation

Time management

Team collaboration

Professional appearance

Education

Bachelor's degree

Tools

Salesforce

Box

Calendly

Microsoft Office

Job description

Office Coordinator

About the Company:

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 1,200 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. Wealthspire Advisors LLC, Fiducient Advisors LLC, Wealthspire Retirement, LLC , dba Wealthspire Retirement Advisory, and certain other affiliates are separately registered investment advisers.

Location: 100 Smith Ranch Road, Suite 300, San Rafael, CA 94903

Position Overview

This is an administrative position. The individual in this position will be a member of Wealthspire client service team and will primarily support the Advisors in all aspects of their work. As such, this person will be an integral part of our team. This position reports to the Regional Lead. This position requires attention to detail, strong organizational skills, and a pro-active attitude.

Primary Responsibilities

• Meet and greet clients and prospects
• Answer phones
• Manage the company calendar, schedule client & internal meetings
• Set-up and break down meeting rooms for client meetings, and internal group meetings
• Responsible for sending client ad-hoc gifts requested by Advisors
• Responsible for staff recognition and modeling culture – order lunch, decorate for birthdays
• Manage incoming mail and deliveries
• Manage supply room – keeping items stocked and orderly
• Order office and kitchen supplies
• Coordinate with facilities management as needed to keep office orderly and clean
• Assist with printing quarterly client reports & invoices when necessary
• Assist with setting up new CRM Records and Document folders
• General administrative assistant support
• Trouble shoot technology as needed

Other Activities

• Assist with special projects as requested
• Participate in and assist with client and other marketing events (off-hours may be requested)
• Be the general go to person as items arise and step in to help as needed

Systems

• Proficient with in-house office systems - Client Relationship Management and Document Management Systems (e.g., Salesforce, Box, Calendly)
• Excellent computer skills with Microsoft Office® Suite

Qualifications

• Bachelor’s degree preferred
• At least two years of relevant work experience
• Numerical accuracy and attention to detail a must
• Ability to prioritize tasks and work in a team environment
• Professional appearance and manner
• Strong written and verbal communication skills

Career Path

• Through experience and performance may be promoted to other functional areas depending on interest and aptitude

What we offer:

Wealthspire is proud to offer a comprehensive rewards package that includes a competitive salary, paid time off and holidays, a 401(k) plan with company match, exclusive discount programs, and robust health and wellness benefits. Our culture is rooted in putting people first - nurturing lasting relationships with our employees and fostering a workplace where everyone feels supported and valued.

The base salary range for this position is $51,000 - $61,000. 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 and You... Better Together!

Wealthspire is an inclusive Equal Employment Opportunity employer.

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