Office Coordinator / Executive Assistant
Location: Canton, OH (On-site, Full-Time)
Schedule: Monday–Friday, 8:00 AM–5:00 PM
About the Position:
Beese Fulmer is seeking a highly organized and detail-oriented Office Coordinator to serve as the front-line representative of our firm and ensure smooth daily operations in our office. This individual will also support the leadership team in an Executive Assistant capacity, handling administrative tasks and project coordination as needed. The ideal candidate will provide exceptional client service, manage day-to-day office functions, and assist in maintaining a professional and efficient environment.
Duties & Responsibilities:
Front Office & Administrative Support
- Serve as the first point of contact by greeting clients and visitors professionally
- Answer and direct phone calls; manage voicemail system
- Handle daily mail distribution and outgoing correspondence
- Order and maintain inventory of office supplies and snacks
- Keep printers stocked with paper and supplies
- Maintain cleanliness and organization of kitchen and communal areas
- Prepare and reset conference rooms before and after client meetings
- Support planning and coordination of office events and meetings
Executive Assistant to Leadership Team
- Provide administrative support to the leadership team as needed
- Assist with scheduling meetings, managing calendars, and coordinating internal communications
- Prepare documents, presentations, and materials for executive use
- Help manage special projects, confidential correspondence, and follow-up tasks
Client Reporting & Communications
- Prepare and assemble monthly and quarterly client reports and correspondence
- Standard: Completed and ready for distribution by the 15th of each month (monthly) and the 3rd Friday (quarterly)
- Distribution via email, paper, and to the client portal as needed.
- Assemble and distribute forms and reports for upcoming client review meetings
- Standard: Delivered one week prior to scheduled client review meetings
Data Management & Operational Support
- Maintain and update client, prospect, broker, and vendor information in the CMS system
- Standard: Information is accurate, up-to-date, and well-organized
- Reconcile daily trade tickets to DTC reports to ensure accuracy
- Standard: Completed by 12:00 PM each business day
- Work with Huntington and Farmers Bank quarterly to obtain and verify accurate cost basis information; coordinate with Black Diamond to ensure updates are reflected in the system
- Manage the closed account process by scanning client information to the Archive network and securely shredding physical documents
- Perform administrative support tasks for new client onboarding and prospective client engagement
- Including preparing client meeting materials and assisting with conference room setup and cleanup
Marketing & Communications
- Maintain and create content for the Beese Fulmer website and social media platforms
- Schedule and post regular, relevant content in alignment with the firm’s communication calendar and all scheduled holiday posts.
- Christmas Card selection, label printing and mail coordination.
- Client event invites, coordination, day of preparation, nametags, etc.
Qualifications
- Prior experience in an administrative, front office, or executive assistant role preferred
- Excellent organizational skills and attention to detail
- Strong interpersonal and verbal communication skills
- Proficient with Microsoft Office Suite and comfortable learning new software
- Experience with website content management systems (e.g., SilverStripe) and social media is a plus
- Ability to manage multiple tasks and meet deadlines consistently
- High degree of discretion and professionalism when handling confidential information
What We Offer
- Competitive compensation and benefits
- A professional and collaborative work environment
- Opportunities to contribute meaningfully to a respected, client-centered investment advisory firm
Our Core Values:
At Beese Fulmer, we are:
- Dedicated: We go above and beyond to serve our clients
- Expert-Experienced: We bring decades of capable, experienced advisory to our clients
- Trusted: We earn the trust of clients, associates, and outside professionals
- Proactive: We anticipate client needs and act in advance
- Collaborative: We work together as true teammates to better serve our clients
We are looking for candidates who embody these values and can contribute to our client-focused, collaborative culture.
Submit your resume today and discover what makes Beese Fulmer the best place to advance your career in private wealth management.