Practice Operations Specialist

Position Summary:   

The Practice Operations Specialist is an integral member of the Cerity Partners team. This role blends front-of-house responsibilities with substantive operational and project-based work, serving as the organizational backbone of the local office while contributing directly to firmwide initiatives. The ideal candidate is highly organized, detail-oriented, and comfortable managing a wide range of tasks — from warmly welcoming guests and routing calls to maintaining critical data systems, supporting consulting and marketing deliverables, and ensuring the day-to-day operations of the office run smoothly.  

Primary Responsibilities  

• Reception & Front-of-House  

• Serve as the first point of contact for the office, greeting all visitors and guests in a professional and welcoming manner  

• Answer and direct incoming phone calls, route inquiries to the appropriate team members, and take messages as needed  

• Maintain a professional, tidy, and organized front office environment at all times  

• Coordinate visitor logistics including badging, conference room setup, and hospitality  

• Office Management  

• Manage day-to-day office operations including ordering and stocking supplies, maintaining kitchen and common areas, and coordinating with building management as needed  

• Serve as the primary point of contact for vendor relationships including office supplies, equipment, and facilities  

• Assist colleagues with day-to-day operational requests and troubleshoot general office needs  

• Coordinate office-wide communications and logistics for internal meetings, team events, and other on-site functions  

• Maintain inventory of office equipment, materials, and supplies; proactively reorder before items are depleted  

• Data Management & Systems (CRM / SharePoint)  

• Serve as a data librarian for the firm’s CRM platform (Salesforce), maintaining the accuracy, completeness, and integrity of client and prospect records  

• Perform regular data audits and cleanup in Salesforce, including updating contact information, relationship records, activity logs, and pipeline data  

• Manage and maintain SharePoint sites for the practice, ensuring content is current, well-organized, and easy to navigate  

• Coordinate with team members to gather and upload materials, documents, and updates to SharePoint on an ongoing basis  

• Identify and implement improvements to data organization and content architecture in both Salesforce and SharePoint  

• Assist in onboarding new team members to internal systems and document management practices  

• Calendar & Meeting Coordination  

• Coordinate and manage calendars and meeting invitations for LA-based staff and, as needed, firmwide initiatives  

• Schedule internal and external meetings, calls, and conference room bookings; manage logistics for virtual and in-person meetings  

• Prepare and distribute meeting agendas, materials, and follow-up items as directed  

• Support scheduling for colleagues including client meetings, prospect calls, and firmwide events  

• Track and communicate scheduling conflicts and proactively resolve them in coordination with relevant stakeholders  

• Team Support 

• Assist the team with formatting, editing, and production of client- and prospect-facing materials including finals pitches, RFP responses, presentations, and reports  

• Ensure all client materials adhere to Cerity Partners brand guidelines, including consistent use of templates, fonts, colors, and design standards  

• Assist with printing, binding, and delivery of physical materials for client meetings as needed  

• Proofread and quality-check deliverables before distribution to clients or prospects  

• Support the timely preparation and submission of expense reports when needed; liaise with Accounting and Finance teams to resolve discrepancies and facilitate smooth processing 

Required Qualifications:  

• Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field 

• 2+ years of experience in an administrative, operations, or office management role; experience in financial services or professional services preferred  

• Strong proficiency with Microsoft Office Suite and SharePoint, with advanced PowerPoint skills including the creation of professional, visually compelling decks for internal and client-facing use. 

• Experience with Salesforce or another CRM platform, including data entry, maintenance, and reporting  

• Exceptional attention to detail and organizational skills, with the ability to manage multiple priorities simultaneously  

• Strong written and verbal communication skills and a professional, client-service-oriented demeanor  

• Ability to exercise discretion and maintain confidentiality with sensitive client and firm information  

• Self-starter with a proactive mindset and the ability to work independently as well as collaboratively  

• Comfortable using or eager to learn AI-powered tools and platforms to support day-to-day administrative tasks, improve efficiency, and produce polished work products. 

Preferred Qualifications:  

• Familiarity with financial services or investment terminology  

• Experience with expense management platforms  

• Exposure to brand or document management in a professional services context  

Compensation Range: 

$36/hour - $43/hour 

Why Cerity Partners: 

Our people drive our success by working together to deliver exceptional service to our clients. Below is a glimpse of the key elements of our total rewards package: 

• Health, dental, and vision insurance – day 1! 

• 401(k) savings and investment plan options with 4% match 

• Flexible PTO policy 

• Parental Leave 

• Financial assistance for advanced education and professional designations 

• Opportunity to give back time to local communities 

• Commuter benefits