Office Manager

Waterstone Private Wealth Management; Owasso (OK); Sur place; USD 40 000 - 60 000; Plein temps

Avantages offerts par ce poste

Base salary

Bonus potential

401(k) plus matching

Paid time off

Paid sick time

Health benefits

Great working environment

Résumé du poste

Waterstone Private Wealth Management is seeking an Office Manager to be the heartbeat of the Oklahoma office. You will oversee project coordination, scheduling, client communications, and semi-annual events, serving as the first and last impression for clients.

The role offers growth for initiative-takers and a strong work ethic. You will support advisors with marketing campaigns, client referrals, social media management, and HR-related tasks, ensuring compliance and polished operations in a

Qualifications

• Organized, detail-oriented project management.
• Creative, independent thinker with strong follow-through and work ethic.
• Excellent attitude and an extraordinary client service orientation.
• Must have polished and professional presentation.
• The ability to handle multiple tasks and fast-paced environment.
• Proficient in Excel, Word, PowerPoint and Salesforce.
• Able to work independently and in a team environment.
• Experience coordinating and executing events, conferences and speaking engagements.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.

Responsabilités

• Develop and assist Advisors in the execution of strategic marketing initiatives and campaigns.
• Compose copy for marketing pieces including articles, press releases, blogs, emails, invites and presentations.
• Collaborate with marketing teams to identify new ideas and drive client referrals and new business opportunities.
• Identify ways to expand client referrals and COIs network.
• Manage firm and advisor social media accounts (LinkedIn, Facebook, YouTube, Instagram, Twitter).
• Deploy email campaigns through Salesforce and Constant Contact.
• Quality control and reporting on campaigns' success and improvements.
• Greet clients and ensure a positive in-office experience.
• Make outbound calls to schedule client appointments.
• Plan and execute firm events including invitations, lists, RSVPs, presentations, decor, catering, vendors, transportation, equipment and cost reports.
• Answer calls with exceptional customer service.
• Coordinate client gifts with vendors.
• Ensure regulatory and compliance controls are implemented and maintained.
• Assist with HR materials, policies, and confidential records in the HR system.
• Prepare, run, and track expense reports with proper documentation.
• Maintain client information in the database.
• Lead in setting and meeting project expectations with the team.
• Perform general clerical duties and act as main contact for office operations.
• Provide Executive Assistant support to the President and Senior Wealth Advisor.

Connaissances

Project management

Client service orientation

Communication

Teamwork

Organizational skills

Outils

Excel

Word

PowerPoint

Salesforce

Description du poste

In an increasingly complex world where people are starving for someone they can trust, we stand for something simple: always put the Client first. We do well by doing good for those we serve. It’s the ultimate measure in the financial services profession.

Who We Want

The Office Manager is the heartbeat of our office. The position is responsible for project management, office wide scheduling and coordination, general administrative tasks, client communications, and semi-annual event planning. You will serve as the point person for strategic internal and external projects, events, and business development initiatives. This position offers meaningful growth potential for an individual who demonstrates initiative, ownership, strong performance, and the ability to take on increasing responsibility. In this dynamic role, we will rely on you to set the tone for the organization. As the first person and last person clients see when they are in the office, the Office Manager is instrumental in making sure clients have a positive experience. Having an exceptionally positive attitude and work ethic are both necessary and required.

What To Expect

• Develop and assist Advisors in the execution of strategic marketing initiatives and campaigns.
• Compose copy for marketing various pieces including articles, press releases, blogs, emails, invites and presentations.
• Collaborate with a partner marketing team to identify new and creative ideas to drive client referrals and new business opportunities, then execute on suggested initiatives.
• Identify new ways to expand client referrals and Centers of Influence (COIs) network.
• Manage firm and advisor social media accounts including LinkedIn, Facebook, YouTube, Instagram and Twitter.
• Deploy emails campaigns through Salesforce and Constant Contact.
• Responsible for quality control and reporting on the success and areas for improvement of all elements of campaigns
• Greet Clients and make them feel comfortable when visiting the office
• Make outbound calls to schedule client appointments.
• Plan and execute all firm events including invitations, lists, campaigns, RSVP’s, presentations, decor, catering, vendors, transportation, equipment and cost reports.
• Answer all incoming calls with exceptional customer service
• Coordinate Client Birthday & Anniversary gifts with outside vendors
• Ensure appropriate regulatory and compliance controls are implemented and maintained.
• Assist with reviewing, updating, and maintaining company policies, operational procedures, and internal documents, including employee handbooks and HR-related materials.
• Assist with uploading, organizing, and maintaining confidential employee records and sensitive documents within the HR management system.
• Prepare, run, and track expense reports, ensuring accurate records, timely submissions, and proper documentation.
• Maintain accurate and complete client information in the database.
• Lead in setting and continually meeting project expectations with team members and management.
• Perform general clerical duties including being the main point of contact for office supplies, mail distribution, maintenance and technology issues in the office.
• Executive Assistant duties for the President and Senior Wealth Advisor of the Company
• Other duties as needed or assigned in the running of a growing organization.

What You Need

• Organized, detail-oriented project management
• Creative, independent thinker with strong follow-through and work ethic.
• Excellent attitude and an extraordinary client service orientation
• Must have polished and professional presentation
• The ability to handle multiple tasks and handle a fast-paced environment
• Computer literacy to easily learn new programs
• Excellent organizational and time management skills with particular attention to detail
• Excellent verbal and written communication skills
• A genuine interest in serving and caring for other people
• Proficient in Excel, Word, PowerPoint and Salesforce
• Must be able to work independently and in team environment
• Strong organizational skills and attention to detail
• Experience coordinating and executing events, conferences and speaking engagements.
• This individual is an efficient and reliable team player who is naturally collaborative and thinks deeply about solutions to problems.

• base salary
• bonus potential
• 401(k) plus matching
• paid time off
• paid sick time
• health benefits
• a great working environment

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability, protected veteran status, sexual orientation, age or any other characteristic protected by law.