Director of Business Operations

Position Summary

The Director of Business Operations works closely with the Chief Operations Officer and Shepherd Financial Partners management team to effectively and efficiently manage and improve internal business operations. This role is responsible for areas involving smooth day-to-day office and building management and technology, human resources, and compliance support. This position is dedicated to and accountable for a scalable office infrastructure combining people, process, and technology in order to support outstanding client service and the growth plans of Shepherd Financial Partners and individual advisors.
Above all, the Director of Business Operations will have a strong commitment to ensuring an efficient, optimal business environment that is suited to the personal and professional needs of all team members. They are responsible for fostering an exemplary work environment, which is conducive to serving our clients in the best way possible. This person enters into a community of passionate individuals, committed to clients, the community, and the success of the entire team.

Major Responsibilities

Office management (25%)

  • Serve as the go-to resource ensuring smooth day-to-day operations of the office
  • Ensure all office equipment, technology, supplies, physical space and building security are team and client ready each day
  • Perform and document due diligence on new vendors and update due diligence on existing vendors annually as required
  • Trouble shoot issues as they arise

Business operations (25%)

  • Manage the smooth on-boarding and off-boarding of team members, including preparation of the physical location, required hardware and software, licensing, team welcome, collection of HR forms, distribution list management, etc.
  • Improve existing or develop and implement necessary back-office policies, procedures, training and communication plans to improve daily routine operations as required (workflow between team members, etc.)
  • Work with client service team and management to develop workflows within the CRM for standardized processes. Continue to evaluate and improve utilization of CRM
  • Work with team members to evaluate products, services and technology capabilities offered through our custodian (i.e. Box storage, Office 365, Paychex, etc.) or other solutions available
  • Maintain the organization of the shared files on the server. Initially working with the team to develop a streamlined file organization system, and then continually monitoring it for proper implementation.
  • Collaborate with management to develop activities and communication to support and grow Shepherd Financial Partners team culture (i.e. lunch and learn program, scheduling and communicating various team gatherings)

Technology operations support (30%)

  • Manage external IT support/service relationship. Act as a central point for coordination of regular on-site outsourced IT service visits, and documentation and communication of technology solutions/issues
  • Stay up to date on custodian technology initiatives and drive evaluation and implementation
  • Assist with evaluation and implementation of new technology initiatives to provide cost effective solutions that address business needs, reduce risk, and ensure a stable operating environment
  • Maintain inventory of technology hardware and software and evaluate purchases as needed

Compliance support (20%)

  • Support Chief Compliance Officer and COO in annual risk assessment, including cybersecurity policies and testing, business contingency planning and testing, etc.
  • Perform regular and recurring compliance reporting and testing required to support Shepherd Financial Partners compliance program, as required
  • Acquire knowledge of LPL systems and ensure investment related compliance tasks are performed efficiently and timely

Job Requirements

Education and Experience

  • Bachelor’s Degree, business related (finance, accounting, or marketing, etc.) preferred
  • 5-10 years of experience in the financial services industry. Experience in Operations an added plus
  • Experience in working with LPL Financial an added plus

Attributes, Skills and Knowledge

  • Excellent verbal and written communication skills
  • Personable with a flexible style of working with others
  • Excellent organization skills with attention to detail
  • Ability to work independently and balance competing priorities
  • Strong working knowledge of Mac environment and Microsoft Office applications
  • Working knowledge of accounting basics and Salesforce CRM preferred

Working Conditions

  • Must be comfortable with changing schedules and priorities: have the ability to handle an urgent request and then quickly return to planned activities for the day
  • Must be flexible in terms of periodically working/responding outside of work hours to critical technology or facility issues

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