(Wealth Management) Office Manager & Team Coordinator
Sanctuary Wealth, Walnut Creek, CA, United States
Wealth Management Office Manager & Team Coordinator
Location: Walnut Creek, CA (In‑office, Monday-Friday)
Compensation Range: Competitive base salary commensurate with experience
Type: Full‑Time
Muirwood Private Wealth is a boutique, independent wealth management firm serving high‑net‑worth individuals, families, and business owners. Founded by partners who have worked together for decades, the firm is built on long‑standing relationships, trust, and a commitment to delivering highly personalized financial guidance.
The team takes a holistic approach; simplifying complex financial decisions and proactively anticipating client needs through thoughtful planning, communication, and service.
As a close‑knit and growing firm (approximately 8–10 team members), Muirwood values collaboration, accountability, and a strong team‑first mentality.
Position Overview
Muirwood Private Wealth is seeking an
Office Manager and Team Coordinator
who will act as the “eyes and ears” of the office, proactively identifying needs, solving problems, and ensuring both the team and clients have an exceptional experience.
The role is primarily internal‑facing (90%), with selective client interaction (greeting clients, coordinating meetings, supporting communications). It requires someone who is equally comfortable handling day‑to‑day administrative tasks and taking initiative on higher‑level operational improvements. This is an ideal opportunity for someone seeking a long‑term career in office management within a boutique financial services environment.
Role & Responsibilities
You will support end‑to‑end operations that impact client service and firm efficiency, including but not limited to:
Oversee daily office operations to ensure efficiency, organization, and professionalism
Manage office supplies, vendor relationships, shipping/logistics, and equipment maintenance
Serve as liaison with building management, IT providers, and external vendors
Maintain office calendars, schedules, and internal communications (holidays, closures, etc.)
Ensure shared spaces (kitchen, conference rooms, work areas) are organized and fully stocked
Team & Executive Support
Provide administrative support to Managing Partners and broader team
Assist with scheduling, document formatting, expense coordination, and ad‑hoc requests
Support internal workflows, reporting, and process execution
Take ownership of operational projects and identify opportunities for efficiency improvements
Act as a reliable “go‑to” resource for team needs across the office
Client Experience & Front Office Support
Deliver a polished, welcoming experience for clients and guests
Greet clients in person and support meeting logistics (hospitality, coordination)
Assist with scheduling, confirmations, and follow‑ups
Support client communications with professionalism and attention to detail
Event & Project Coordination
Coordinate logistics for client events, team meetings, and offsite gatherings
Assist with client appreciation initiatives and seasonal outreach
Support planning and execution of events from concept through completion
Technology & Systems Management
Manage office platforms and vendor accounts (shipping, office tools, etc.)
Maintain organized cloud storage (Box or similar) for internal documentation
Troubleshoot basic IT issues and coordinate with external support
Utilize Microsoft Office Suite (Outlook, Excel, Word) for daily operations
What We’re Looking For
~3–7+ years of experience in office management, operations, or administrative support
Experience in professional services or a fast‑paced office environment preferred
Financial services or wealth management experience is a plus, but not required
Core Competencies
Highly organized with strong attention to detail and time management
Strong Microsoft Office proficiency (Excel, Outlook, Word required)
Ability to manage multiple priorities and shift between tasks seamlessly
Comfortable working independently with minimal oversight
High level of discretion and professionalism
Key Traits for Success
Team‑first mindset: Willing to jump in wherever needed—no task too big or small
Self‑starter: Proactively identifies gaps and takes action without being asked
Curious & coachable: Open to feedback, asks thoughtful questions
Accountable: Owns mistakes, communicates clearly, and follows through
Client‑centric: Cares deeply about delivering a high‑quality experience
Entrepreneurial: Thrives in a small, high‑energy, growing environment
Adaptable: Comfortable shifting between tactical and strategic work
Compensation
Base Salary: $72,000 – $75,000 annually (target range based on experience)
Total Rewards
Quarterly bonus eligibility (performance‑based; earned post‑ramp)
~4% profit‑sharing contribution to 401(k)
50% Employer‑Paid Benefits (Health, Vision, Dental)
Competitive benefits package
Onboarding Structure
Structured 90‑day onboarding period
30 / 60 / 90‑day check‑ins with leadership
Clear expectations and hands‑on training support
Ongoing feedback to ensure long‑term success
Salary Description: $72,000-$75,000
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Location: Walnut Creek, CA (In‑office, Monday-Friday)
Compensation Range: Competitive base salary commensurate with experience
Type: Full‑Time
Muirwood Private Wealth is a boutique, independent wealth management firm serving high‑net‑worth individuals, families, and business owners. Founded by partners who have worked together for decades, the firm is built on long‑standing relationships, trust, and a commitment to delivering highly personalized financial guidance.
The team takes a holistic approach; simplifying complex financial decisions and proactively anticipating client needs through thoughtful planning, communication, and service.
As a close‑knit and growing firm (approximately 8–10 team members), Muirwood values collaboration, accountability, and a strong team‑first mentality.
Position Overview
Muirwood Private Wealth is seeking an
Office Manager and Team Coordinator
who will act as the “eyes and ears” of the office, proactively identifying needs, solving problems, and ensuring both the team and clients have an exceptional experience.
The role is primarily internal‑facing (90%), with selective client interaction (greeting clients, coordinating meetings, supporting communications). It requires someone who is equally comfortable handling day‑to‑day administrative tasks and taking initiative on higher‑level operational improvements. This is an ideal opportunity for someone seeking a long‑term career in office management within a boutique financial services environment.
Role & Responsibilities
You will support end‑to‑end operations that impact client service and firm efficiency, including but not limited to:
Oversee daily office operations to ensure efficiency, organization, and professionalism
Manage office supplies, vendor relationships, shipping/logistics, and equipment maintenance
Serve as liaison with building management, IT providers, and external vendors
Maintain office calendars, schedules, and internal communications (holidays, closures, etc.)
Ensure shared spaces (kitchen, conference rooms, work areas) are organized and fully stocked
Team & Executive Support
Provide administrative support to Managing Partners and broader team
Assist with scheduling, document formatting, expense coordination, and ad‑hoc requests
Support internal workflows, reporting, and process execution
Take ownership of operational projects and identify opportunities for efficiency improvements
Act as a reliable “go‑to” resource for team needs across the office
Client Experience & Front Office Support
Deliver a polished, welcoming experience for clients and guests
Greet clients in person and support meeting logistics (hospitality, coordination)
Assist with scheduling, confirmations, and follow‑ups
Support client communications with professionalism and attention to detail
Event & Project Coordination
Coordinate logistics for client events, team meetings, and offsite gatherings
Assist with client appreciation initiatives and seasonal outreach
Support planning and execution of events from concept through completion
Technology & Systems Management
Manage office platforms and vendor accounts (shipping, office tools, etc.)
Maintain organized cloud storage (Box or similar) for internal documentation
Troubleshoot basic IT issues and coordinate with external support
Utilize Microsoft Office Suite (Outlook, Excel, Word) for daily operations
What We’re Looking For
~3–7+ years of experience in office management, operations, or administrative support
Experience in professional services or a fast‑paced office environment preferred
Financial services or wealth management experience is a plus, but not required
Core Competencies
Highly organized with strong attention to detail and time management
Strong Microsoft Office proficiency (Excel, Outlook, Word required)
Ability to manage multiple priorities and shift between tasks seamlessly
Comfortable working independently with minimal oversight
High level of discretion and professionalism
Key Traits for Success
Team‑first mindset: Willing to jump in wherever needed—no task too big or small
Self‑starter: Proactively identifies gaps and takes action without being asked
Curious & coachable: Open to feedback, asks thoughtful questions
Accountable: Owns mistakes, communicates clearly, and follows through
Client‑centric: Cares deeply about delivering a high‑quality experience
Entrepreneurial: Thrives in a small, high‑energy, growing environment
Adaptable: Comfortable shifting between tactical and strategic work
Compensation
Base Salary: $72,000 – $75,000 annually (target range based on experience)
Total Rewards
Quarterly bonus eligibility (performance‑based; earned post‑ramp)
~4% profit‑sharing contribution to 401(k)
50% Employer‑Paid Benefits (Health, Vision, Dental)
Competitive benefits package
Onboarding Structure
Structured 90‑day onboarding period
30 / 60 / 90‑day check‑ins with leadership
Clear expectations and hands‑on training support
Ongoing feedback to ensure long‑term success
Salary Description: $72,000-$75,000
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