Operations Associate

About Rockefeller Capital Management:

The Firm oversees $151 billion in client assets as of December 31, 2024.

Position:

A Private Advisor Team within our Rockefeller Global Family Office business is seeking a motivated individual to join its growing team as an Operations Associate. The Operations Associate will actively support the Private Advisor team with various tasks related to client account operational activity, asset allocation and account oversight, and reporting.

The Operations Associate will maintain client accounts, verify data, and develop reports that explain complex asset allocation, performance, and risk management concepts to clients. Handling issues of account management, such as new relationships, trading, investment subscription documents, and daily account activity, will be highly important in this role.

Responsibilities:

• Serve as back-up to other team Client Associates
• Maintain confidentiality, trust, and support at all times
• Account opening and maintenance
• Completing investment subscription documents
• Development of client reporting utilizing Tamarac
• Preparing performance reports
• Assisting with financial planning and projections
• Working with LinkedIn
• Managing the insurance policy process
• Responsible for interacting with clients on a regular basis by answering phones, e-mails and coordinating face-to-face meetings in the utmost respectful and professional manner
• Field general questions from clients, manage client expectations by properly balancing needs and resources with deliverables, and escalate new client requests to ensure proper scope of services is addressed
• Provide top quality service to clients and complete administration of client accounts
• Handle operational aspects of client accounts including reporting on account holdings and investment performance, and posting daily cash activity
• Liaise with other teams such as Operations, Technology, as well as external investment sponsors, to review daily processing of data in the relevant relationship accounts thus ensuring that reporting deliverables are accurate, complete, and timely
• Work with Private Advisors, Client Associates, and other internal colleagues to prepare, proof and print client presentations, marketing collateral and other important materials for client-related meetings
• Keep Private Advisor and Senior Associates apprised of the status of client relationships and related tasks; escalate client issues as appropriate
• Create, maintain, and archive documents in an organized filing system
• Perform one-off financial research requests using third-party data and software, and internal systems
• Maintain contact database to ensure contacts are accurate and up to date
• Provide assistance with booking travel plans for the team and responsible for completing all team Travel and Expense report via Concur
• Maintain a sense of ‘ownership and accountability’ for the clients the CA services; communicate clearly, maintain careful records, have attention to detail and follow compliance policies and procedures
• Administrative tasks as needed
• Complete special projects as assigned
• Attend compliance and continuing education training sessions as required by regulatory agencies and the firm
• Manage all aspects of calendars and phone lines, as they relate to communication, travel and meetings, with emphasis on balancing priorities
• Coordinate and prepare for various meetings, including reserving conference rooms, arranging for catering, preparing materials, scheduling key staff, creating travel arrangements, etc.
• Organize regularly-scheduled client meetings
• Maintain databases to ensure they are up-to-date
• Provide a bridge for smooth communication between internal staff as well as clients and outside organizations, demonstrating leadership to maintain confidentiality, trust, support, and follow through with senior management
• Complete expense reports, check requests, and other miscellaneous administrative requirements
• Create, maintain, and archive documents in an organized filing system
• Document and adhere to best practices
• Use available technology to appropriately improve processes
• Organize events, as needed, and be the point of contact for all details of the event (logistics, venues, rsvp)
• Send multi-recipient communications utilizing a customer relationship management system
• Execute special projects as assigned
• Assists with processing wires, journals, other asset movement
• Assist with account openings
• Gather and manage various forms of client data (i.e., tax information, investment information, etc.) to support the client team in the effective planning of client service strategy
• Responsible for providing excellent customer service by responding to all client questions and inquiries in a timely and professional manner.

Qualifications:

• Bachelor’s degree preferred
• Previous experience in a complex and fast-paced office is preferred
• 1-4 years of work experience at a financial services firm with Executive support desire

Skills:

• Excellent interpersonal and communication skills to interact with external clients and multiple levels of staff and management
• Detail-oriented and resourceful with excellent organizational and project-management skills
• Exceptional ability to multitask with a strong sense of urgency and prioritize competing deadlines
• Strong verbal and written communication skills
• General knowledge base of basic finance and investment principals is a plus
• High proficiency in Microsoft Office – Outlook, Word, Excel and PowerPoint
• Strong work ethic and a hunger to continuously grow and improve

Compensation Range:

In addition, this role may be eligible for other variable compensation programs. Rockefeller Capital Management offers a comprehensive benefit package including health coverage, vacation time, paid leave, retirement plan, and more. Visit careers.rockco.com to learn more about additional opportunities and benefits offerings.

Disclosure:

Rockefeller & Co. LLC, Rockefeller Financial LLC, Rockefeller Trust Company, N.A., The Rockefeller Trust Company (Delaware), Rockefeller Financial Services, Inc. and all other subsidiaries of Rockefeller Capital Management L.P. (individually and collectively, “Rockefeller”) is an equal opportunity employer and does not discriminate on the basis of race, religion, sex, gender, sexual orientation, gender identity or expression, national origin, citizenship, age, military or veteran status, marital or partnership status, caregiver status, legally recognized disability, or any other basis protected by applicable federal, state or local law (“protected characteristics”).

Rockefeller Capital Management participates in the E-Verify program in certain locations, as required by law.