Project Operations Associate in Oxford, Mississippi at Addicus LLC

The Project Operations Associate keeps ACG’s engagements moving — owning the forward schedule and the honest number for where every engagement they touch actually stands. Staffed per project rather than to a single Relationship Manager, the Project Operations Associate works closely with each RM to manage scheduling and capacity, send and track document requests to clients and third parties, run the project-management system, and prepare and deliver the materials that go to clients.

This role blends project coordination with the administrative backbone the team runs on: calendaring, meeting minutes, travel, document filing, and keeping communication flowing between internal and external parties. It is a business-enablement role that drives the process and the schedule. The Project Operations Associate’s authority here is over the project plan, the cadence, and the follow-up that keeps work on track. This role exists to support the Relationship Manager and the Analyst — anticipating what is needed, removing friction so the delivery team can stay focused on client work, and escalating to the RM when a deadline, dependency, or capacity constraint is at risk.
THE RESULT THIS ROLE OWNS:
A maintained forward schedule and an honest number for where every engagement stands.

What You Will Own:
This role is not limited to preparing client-facing documents. It owns the legwork that gets things across the finish line — with the client and with every outside party involved.

Scheduling & Capacity:

- Forward Schedule — own scheduling and capacity allocation across every project you are staffed on and keep a maintained, forward-looking schedule.

- Capacity Visibility — give each RM an honest picture of where the engagement stands and where capacity constraints are forming.

- Weekly Status — run the weekly status cadence — review upcoming, due, and overdue tasks from each project plan and record status.

- Deadlines & Budget — coordinate activities against deadlines and budgetary constraints and flag deviations early.

Document Requests & Tracking:

- Document Requests — send and track document requests to clients and third parties — “we’re waiting on X” — and follow up to close.

- PM System — run and maintain the project-management software / workstream tracking so status is always current.

- Documentation — maintain accurate project documentation — charters, project plans, meeting minutes, action items, and status reports.

- Reporting — prepare regular progress reports and presentations for the RM and stakeholders.

Deliverables & Meeting Support:

- Presentation Prep — prep presentations — editing, formatting, printing/sending — so client materials are polished and on time.

- Meeting Minutes — capture minutes in internal and external meetings, draft in a standard format, disseminate afterward, and own follow-up on all items.

- Calendaring — coordinate in-person, conference, and video meetings with internal and external attendees.

- Meeting Materials — prepare, assemble, and deliver meeting materials.

- Assembly & Delivery — complete, print, assemble, package, mail, and courier documents, and confirm receipt so nothing sits open.

Administrative & Operational Support:

- Document Gathering & Filing — help gather documents from multiple sources to fulfill diligence requests, file active documents in the company database, and organize historical files to firm policy.

- External Party Coordination & Follow-Up — work directly with attorneys, CPAs, custodians, carriers, and other outside professionals on the RM’s behalf, and follow up with them and with clients for outstanding documents, information, and meeting times until each item is closed.

- Forms & Signatures — make sure forms, applications, and legal documents are accurately completed, routed to the right signers, executed, and returned.

- Communication Flow — assist the flow of communications between internal and external parties as needed.

- Travel & Backup — coordinate travel and provide flexible backup coverage across teams as workloads fluctuate.

Risk & Compliance:

- Risk Awareness — identify potential project risks early and escalate to the RM when a deadline, dependency, or capacity constraint is at risk, then support mitigation through to resolution.

- Compliance — support compliance with regulatory requirements and internal policies across the project lifecycle.

- Confidentiality — implement controls to safeguard client confidentiality and data in everything you handle.

- Cross-Functional Coordination — facilitate collaboration and communication across the teams involved in each engagement.

What We Are Looking For:

Required:

- 2+ years in project coordination, project management, or business/administrative support (financial services preferred)

- Excellent organizational skills — able to manage multiple projects and competing deadlines simultaneously

- Strong written and verbal communication; able to communicate clearly with clients, vendors, Centers of Influence (COIs), and partners

- High level of professionalism and discretion with sensitive/confidential information

- Strong Microsoft/Adobe skills — Word, Excel, Outlook, PowerPoint, SharePoint, ShareFile

- Detail-oriented with a “no task is too small” team mentality

- Flexibility to provide backup coverage and take on additional work as workloads fluctuate

- Bachelor’s degree in Business Administration, Finance, or a related field (or equivalent experience)

Preferred:

- 2-3 years of project coordination/management in financial services, preferably with high-net-worth clients

- Proficiency in project management tools (e.g., Microsoft Project, Asana)

- Certification in project management (PMP, CAPM)

- Understanding of wealth management principles, investment products, and markets

- Familiarity with the Microsoft 365 / Dynamics suite (AOS)