Administrative Specialist

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Full Time Richmond, VA, US

6 days ago Requisition

Heritage Wealth Advisors is an independently owned Registered Investment Advisor (RIA) that specializes as a multi-family office serving ultra-high-net-worth families, individuals, and institutions. We are dedicated to protecting, growing, and sustaining wealth across generations through deeply personalized, long-term strategies. Our comprehensive services span six financial pillars:
Family Office, Financial Planning, Investment Management, Tax Planning, Philanthropy, and Institutions.

Founded in 2005, Heritage is rooted in enduring relationships and guided by a multi-generational mindset. With offices in Richmond, VA, Charlottesville, VA, and Pittsburgh, PA, we deliver thoughtful guidance and fiduciary care through every phase of life and legacy.

ROLE SUMMARY

The Administrative Associate – Office Coordinator is a pivotal operations role responsible for advancing Heritage’s client service and office management platform. This position oversees front-office operations, ensures a welcoming and professional environment, and coordinates logistics and administrative support across teams to maintain seamless office functionality. In addition to managing daily reception and office activities, the Administrative Associate partners with the Administrative Manager and colleagues to optimize workflows, support event logistics, and implement process improvements.

The role requires exceptional organizational skills, attention to detail, and the ability to balance multiple priorities while modeling Heritage’s values and delivering exceptional client service.

Reporting directly to the Administrative Manager, the Administrative Associate – Office Coordinator is integral to firmwide initiatives, supporting office operations, facilitating internal communications, and aligning administrative practices with Heritage’s long‑term vision and standards.

• Assist the Finance, Human Resources, and Technology departments with projects and various tasks such as monitoring leave requests, monthly reporting audits, basic bookkeeping, assist with the hiring and promotion process and preparing expense reports.
• Support the overall compliance program, including compliance testing and reporting, Code of Ethics requirements, and serving as liaison with the compliance consulting firm on administrative matters.
• Collaborate on cross functional team projects requiring implementation of new processes, systems, and best practices.
• Work with the Wealth Planning Associate and finance department to obtain outstanding accounts receivable items.
• Greet and direct visitors, maintain a safe and clean reception area, conference rooms, and common office spaces.
• Answer, screen, and forward phone calls, direct inquiries to appropriate personnel.
• Schedule and organize meetings, travel, conferences, and employee functions.
• Manage and update filing systems, retrieve information as needed.
• Sort and distribute mail, process invoices and checks, and maintain supply inventory.
• Oversee office supply procurement, vendor relationships, and ensure timely restocking.
• Coordinate office maintenance requests and liaise with property management.
• Support onboarding of new employees, including workspace setup and orientation logistics.
• Assist with event planning and execution, including internal meetings, client events, and firm gatherings.
• Track and report on office management metrics (e.g., supply usage, maintenance requests, visitor logs).
• Serve as the primary resource for contact management and CRM process questions.
• Process tax returns by scanning and organizing documents, updating tracking systems, and assembling returns.
• Provide general administrative support, including scheduling, expense reimbursements, and special projects.
• Recommend and implement process improvements to enhance office operations and client experience.

• Two or more years of administrative experience, preferably in a professional services…