Associate, Firm Operations

Company Description: Pathstone is one of the fastest-growing wealth management firms in the country, specializing in providing financial solutions and family office services to ultra-high net worth families, single family offices, and foundations and endowments.

Recently ranked the #2 RIA (Registered Investment Advisor) firm in the U.S. by Forbes, Pathstone has experienced significant growth over the past 5 years and currently oversees approximately $97B in assets under advisement and administration. As a certified B Corp, we seek to make a difference in the lives of our clients and their families as well as offer a positive and supportive work environment for our employees.

Although Pathstone currently has 19 locations across the country, the firm operates as one office and one team. Our team members are encouraged to pursue their passions by serving on a variety of committees within the firm covering important topics to our clients. Our talented people are our greatest asset and therefore we offer a competitive, comprehensive, and flexible benefits program that helps meet the challenging needs of our team members and their families. Pathstone’s generous benefits include comprehensive medical, vision, and dental coverage, flexible spending, flexible PTO, life insurance, education support, 401k plan, parental leave, and more.

This role supports the firm’s Winter Park, FL office.  

Principle Purpose of Job: Work from the Winter Park front reception desk ensuring that any visitors or incoming phone calls are handled efficiently and with outstanding customer service. This is not a remote position.

Essential Job Responsibilities:  

• Manage the day-to-day operations of the Winter Park office as well as administrative duties.
• Support leadership with all administrative activities.
• Act as the point of contact among executives, employees, clients, and other external partners.
• Manage information flow in a timely and accurate manner.
• Manage executives’ calendars and set up meetings as needed.
• Assist with travel and accommodation arrangements.
• Track daily expenses and prepare weekly, monthly, or quarterly reports.
• Keep up with office supply inventory and equipment, ensuring optimum business efficiency and continuity.
• Help to prioritize projects and allocate executives’ time.
• Check and respond to email and mail as necessary.
• Co-author, edit, and proofread written communication.
• Schedule corporate meetings.
• Maintain organized electronic files for clients’ and Pathstone’s documents.
• Handle all incoming and outgoing mail documents, packages, and faxes, ensuring timely and accurate internal distribution, while also maintaining an accurate log al all items needing signatures.
• Ensure that the Winter Park office break room, conference rooms, and supply room are continually clean and neat, while ensuring that there are always adequate supplies on hand for both the kitchen and office.
• Other duties as assigned.

Requirements:

• Required Knowledge Of: Microsoft office Suite, Teams, CRM like Salesforce would be desirable, customer service principles.
• Required Skills: Keyboarding, good communication, interpersonal, social, organizational, and problem-solving skills. Must exhibit a strong listening ability and consistently provide excellent customer service.
• Requires Abilities: Ability to follow instructions, be a team player, handle stress, meet tight deadlines, demonstrate an upbeat demeanor. Must be able to lift at least 15 pounds.
• Notary: Notary would be desirable or willingness to become one.

Minimum Qualifications:

• Education: Bachelor’s degree preferred
• Work Experience: 2 years administrative and clerical experience in a professional office setting

Pathstone is committed to creating a diverse environment and is proud to be an equal opportunity employer.