Office Coordinator at remotelyhr – Newport Beach, California

RemotelyHR is hiring on behalf of Canterbury Consulting

Location: Newport Beach, CA

Job Type: Full-Time

Salary Range: $30 - $35.00/hour

About Canterbury Consulting

Canterbury Consulting is an independent investment advisory firm based in Newport Beach, CA. Canterbury provides consulting services to community foundations, educational endowments, religious organizations, arts and cultural foundations, health care organizations, and family offices. Founded in 1988, the firm designs and manages custom investment programs aligned with each client’s goals. Canterbury is the investment office for its diverse clients and provides objective investment advice, asset allocation, manager selection, risk management, implementation, and performance measurement.

Canterbury Consulting strives to deliver performance and service that exceeds the needs and expectations of its clients. Named one of the Best Places to Work by two publications for five consecutive years: the Orange County Business Journal and Pensions and Investments Magazine 2020-2024.

Canterbury Consulting is deeply committed to cultivating a dynamic, collaborative environment. We are approximately 70 like-minded professionals passionate about helping our clients work towards their missions - from endowments and foundations to healthcare organizations and families. We believe each individual’s unique skills and experiences contribute to greater experiences for all. Through a culture of respect, accountability, and teamwork, we empower our people to have a real impact on their clients and the community.

Office Coordinator at Canterbury Consulting

We are seeking an experienced Office Coordinator to provide strategic and administrative support for our senior executives and consultants, manage our CRM, provide administrative and receptionist support, and manage day-to-day office tasks. This role requires exceptional organizational skills, proactive problem-solving, and the ability to manage complex priorities in a fast-paced environment.

Key Responsibilities:

Office Coordinator:

Assist in scheduling/coordinating calendars of senior executives, which includesclient meetings as well as internal meetings.

Manage complex calendars and prioritize meetings across multiple time zones.

Coordinate domestic and international travel arrangements.

Prepare presentations, reports, and briefing materials.

Act as a liaison between executives and internal/external stakeholders.

Organize board meetings, off-site meetings, and internal meetings.

Handle confidential information with the utmost discretion.

Lead or assist with special projects, research, and cross-functional initiatives.

Manage expense reports and assist with budget tracking.

Assist with marketing initiatives, such as maintaining up-to-date materials and tracking of RFP data.

Provide comprehensive support for the Chairman’s personal investment portfolio, such as ensuring the signing of financial documents, managing correspondence and agreements, and timely handling of all related paperwork.

Responsible for maintaining the ticket process, which includes the creation and tracking of completed tasks for client agreements (new, revised, terminated).

Administrative & Office Support:

Answer incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.

Receives, sorts, and routes mail.

Order, receive, and maintain office supplies.

Responsible for catering for office meetings, trainings, and events.

Keep kitchen supplied with drinks and snacks.

Assists with planning and coordinating internal company events such as happy hours, annual holiday party and annual Canterbury Day.

Customer Relationship Management (CRM):

Responsible for maintaining company’s CRM system, which includes tracking the onboarding of new clients and ensuring all client changes are updated timely.

Responsible for communicating all relevant information to each department.

Required Skills & Qualifications

Experience:

4+ years of office coordination and administrative support experience.

Proven track record in high-pressure, dynamic environments.

Education:

Bachelor’s degree preferred; equivalent experience considered.

Technical Skills:

Proficiency in Microsoft Office Suite, SharePoint, and project management tools.

Familiarity with virtual collaboration platforms (Teams, Zoom).

Core Competencies:

Advanced organizational and time-management skills.

Strong written and verbal communication abilities.

High level of discretion and integrity.

Proactive problem-solving and decision-making skills.

Preferred Attributes

Strong interpersonal skills and emotional intelligence.

Adaptability to shifting priorities and last-minute changes.

Strong work ethic, attention to detail, and the ability to work both independently and as part of a collaborative team.

Benefits

Benefits package includes: medical, dental, life, disability, and vision insurance

401k program with a company match

Profit sharing plan

12 paid holidays and 17 days of paid time off the first year of employment

Flexible schedule options

Physical Requirements

Musculoskeletal Endurance: Ability to remain in a stationary position for extended periods.

Manual Dexterity: Frequently operates a computer and other office equipment

Visual Acuity: Must be able to visually inspect documents and computer screens for accuracy

Mobility: Occasionally move objects up to 25 pounds

Work Environment

Environmental Conditions: The work is performed in a typical office environment with moderate noise levels and controlled temperatures

Collaboration: Collaborative and team-oriented culture with regular staff meetings and events

Communication: Must be able to communicate effectively with team members and clients.

Job Type: Full-time

Work Location: In person