Office Coordinator

Who We Are: 

Wealthspire Advisors, founded in 1995, is a New York City-based, independent registered investment Advisory firm with more than 380 employees serving clients from 20+ offices. With a strong commitment to a fiduciary business model, the firm believes in connecting all aspects of a client’s financial life to deliver thoughtful, collaborative strategies that focus on what is most important to each client. Wealthspire Advisors acts as a wealth manager, investment Advisor, consultant, and constant partner in helping clients achieve their aspirations. For more information on Wealthspire Advisors, please visit www.wealthspire.com.

 

Summary: 

This administrative role supports the local office and the broader Client Service team by ensuring smooth daily operations and delivering an exceptional client experience. The Office Coordinator provides critical support to Advisors, manages key office functions, and serves as a welcoming, knowledgeable point of contact for clients and guests. Reporting to the Manager of Client Services, this position requires exceptional organizational skills, attention to detail, and a proactive, service-oriented approach to problem-solving.

 

Essential Duties and Responsibilities:

• Serve as the backup point of contact for clients, prospects, and guests, ensuring a warm, professional, and responsive experience.
• Coordinate meetings, calls, and calendar logistics between clients and Advisors using Outlook and CRM.
• Manage reservations and event logistics for client-facing lunches, dinners, or in-office meetings as needed.
• Maintain accurate and timely CRM records by tracking client meetings, uploading notes, and assigning follow-ups to team members.
• Update and maintain client contact details, relationship information, and key data points across internal systems.
• Prepare and send client-facing communications including birthday greetings, holiday messages, and onboarding materials.
• Provide general assistance to clients with login access and technology navigation when needed.
• Support Advisors and CSAs with administrative tasks including scanning, digital filing, shredding, printing, and document organization.
• Deposit all incoming client checks directly with custodians, following internal protocols for logging and hand-off.
• Co-manage all incoming and outgoing mail and deliveries, ensuring timely sorting, routing, and follow-up with the appropriate team members.

 

Other Activities:

• Assist with cross-office initiatives and special projects (process documentation, light research, data clean-up).
• Help plan and execute client-facing and internal events (occasional early/after-hours support with advance notice).
• Coordinate onsite vendor visits (e.g., facilities, IT field services) and track follow-ups.
• Identify opportunities to streamline office workflows; propose and implement approved improvements.
• Serve as a go-to resource for ad hoc needs that support office operations and client service.

 

Systems:

• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Proficient with Client Relationship Management (CRM) tools – Salesforce preferred.
• Comfortable using digital collaboration and document platforms (e.g., Salesforce, SharePoint, Calendly).
• Familiarity with workflow tools (Smartsheet, Power Automate) and document routing processes (DocuSign, Powerforms) is a plus.

 

Qualifications & Skills:

Required

• 2+ years of administrative, office coordination, or client service experience.
• Exceptional organization and attention to detail; able to manage multiple priorities.
• Strong written and verbal communication; polished, professional presence.
• Demonstrated discretion and confidentiality with client and firm information.

Preferred

• Bachelor’s degree or equivalent experience.
• Experience in financial services or professional services environments.
• Familiarity with Salesforce and basic reporting in Excel.

 

Career Path:

Growth opportunities may include Client Services, Operations, Project Coordination/Management, or other firm functions based on performance, interest, and business needs.

 

What We Offer:

We’re proud to offer a competitive salary, PTO & paid holidays, 401(k) with match, exclusive discount programs, health & wellness programs, and more. Our PeopleFirst culture focuses on building and nurturing lifelong relationships with our employees because, at the end of the day, we exist to be there for others. The base compensation range for this position will be $57,000-$65,000.  The base salary offered will be determined by factors including, but not limited to, experience, credentials, education, certifications, skill level required for the position, the scope of the position, and geographic location. Actual base salary offered will be determined on a case-by-case basis. In addition to the base salary, this position may be eligible for performance-based incentives.

 

NFP and You… Better Together!

NFP is an inclusive Equal Employment Opportunity employer.