Office Manager (Carlsbad)

Office ManagerSeaside Wealth ManagementLocation:Carlsbad, CAWork Type:On-SiteCompensation:$65,000 – $95,000 annuallyEmployment Type:Full-TimeCOMPANY OVERVIEWSeaside Wealth Management, Inc. (Seaside) is an independent registered investment advisory firm that provides personalized financial planning and investment management services to individuals, families, and businesses. Our mission is to empower clients to achieve their financial goals and foster long-term relationships built on trust and integrity.ABOUT THE ROLESeaside is seeking a motivated, warm, team-oriented person with a high attention to detail who will be the first point of contact for our clients. Responding with urgency to all client requests and taking on a variety of tasks to increase the company's capacity, efficiency, and effectiveness. You are the first impression for our company, whether that is through a phone call or welcoming guests into the office. You are polite, outgoing, and engaging and thrive on building relationships.KEY ACCOUNTABILITIESCreating exceptional experiences for clients (50%)Scheduling & Calendar Management (20%)Office Management (30%)CREATE EXCEPTIONAL CLIENT EXPERIENCES (50%)Meet and greet clients and visitors upon arrival, offer drinks and refreshments, and have their name on the TV screenField and respond to inbound client requests as the first point of contact with the firmAnswer the phones and create a positive experience for clients and prospects calling inPrepare conference rooms and agendas for client and prospect meetingsCoordinate logistics for lunch meetingsEvent Planning & Gifting – manage all client ambassador activities including:Creating and sending birthday, anniversary, get well, and special occasion cards to clientsSending gifts or flowers for birthdays, anniversaries, sympathy, or significant milestone eventsCoordinating all details related to holiday giftsCoordinating all logistics related to client and prospect eventsUpdating the compliance log with each giftMaintain detailed notes in the CRM and keep an accurate record of all client communication, correspondence, and gifts sentSCHEDULING & CALENDAR MANAGEMENT (20%)Manage and maintain calendars for advisors and leadership, including scheduling, rescheduling, and resolving conflictsSchedule client appointments and proactively coordinate follow-up meetings as directed by advisorsCoordinate multi-party meetings – managing logistics such as dial-in details, conference room reservations, and agendasSend meeting confirmations, reminders, and preparation materials to clients and prospects prior to appointmentsTrack recurring review meeting cadences and proactively reach out to schedule upcoming appointmentsCoordinate travel arrangements and off-site meeting logistics for leadership as neededMaintain an up-to-date scheduling system and ensure calendar accuracy across the teamOFFICE MANAGEMENT (30%)Open and close the office dailyEnsure all office supplies are fully stocked, including birthday cards, greeting cards, and holiday cardsOrder snacks and ensure the fridge and kitchen are well stocked for clients and the teamPrepare coffee and maintain a clean, organized kitchen throughout the dayMaintain the professional appearance of all office common areas including supply cabinets, filing cabinets, conference rooms, and kitchenEmpty trash each evening; run dishwasher at end of day and unload first thing in the morningensure carpets are clean and manage the cleaning crew to maintain office appearanceManage and operate office equipment; troubleshoot and resolve issues as they ariseMaintain office supply inventories including stationery, postage, business cards, and kitchen itemsScan and file documents to the electronic imaging systemDistribute client services tasks to other team members as neededAssist with planning team events such as happy hours and team lunchesPay vendor bills and maintain an up-to-date manual of business processes and proceduresQUALIFICATIONS5+ years of experience in client service; financial services or RIA experience preferredProficiency in Microsoft Office required; experience with CRM, document management, and portfolio accounting software preferredStrong organizational and time management skills with the ability to manage multiple calendars and competing prioritiesExcellent written and verbal communication skillsProfessional appearance and demeanor requiredEMPLOYEE BENEFITS401(k) with company match with discretionary profit sharingPerformance-based annual bonus with opportunity to earn additional compensation based on firm performanceEmployer paid medical insurance