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 firm‑wide initiatives. The ideal candidate is highly organized, detail‑oriented, and comfortable managing a wide range of tasks—from 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.

• Reception & Front‑of‑House
  • Serve as the first point of contact for the office, greeting 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 (office supplies, equipment, facilities).
  • Assist colleagues with operational requests and troubleshoot general office needs.
  • Coordinate office‑wide communications and logistics for internal meetings, team events, and 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 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, firm‑wide 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 firm‑wide events.
  • Track and communicate scheduling conflicts and proactively resolve them with relevant stakeholders.
• Team Support
  • Assist the team with formatting, editing, and production of client‑ and prospect‑facing materials—including 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.

• 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 for creating professional, visually compelling decks.
• Experience with Salesforce or another CRM platform,…