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 Share Point 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 fin al s 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 field2+ 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…