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.

• 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

• 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

• 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

• 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

• 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

• 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…