Department: Operations / Marketing
Reports To: Chief Compliance Officer, Director of Technology, or Managing Director (as applicable)
Position Summary
The Marketing & Helpdesk Support Specialist is a hybrid role supporting both the firm’s marketing execution and internal technology operations within a small family office environment. This position plays a key role in ensuring marketing materials are produced accurately and on schedule while also serving as the first point of contact for day-to-day technical support needs. The ideal candidate is highly organized, technically savvy, detail-oriented, and comfortable operating across multiple functions in a confidential, relationship-driven setting.
Key Responsibilities
- Marketing Production Administration
- Coordinate the production, updating, and distribution of marketing and client-facing materials, including presentations, newsletters, fact sheets, website updates, and internal communications
- Ensure marketing materials align with firm branding, style guidelines, and compliance requirements
- Maintain version control and organized storage of approved marketing content
- Support marketing calendars, deadlines, and workflow tracking
- Coordinate with external vendors (designers, printers, web developers) as needed
- Assist with event logistics, client communications, and digital campaigns
- Support basic content formatting, proofreading, and quality control
- Technical Helpdesk Administration
- Serve as the primary internal helpdesk contact for routine technology issues
- Provide first-level support for hardware, software, and connectivity issues (laptops, printers, phones, video conferencing, email, VPN, etc.)
- Manage user onboarding and offboarding, including system access, email setup, and equipment coordination
- Liaise with third-party IT vendors and managed service providers
- Track and document support requests, resolutions, and recurring issues
- Assist with basic cybersecurity hygiene, system updates, and access controls under firm policies
- Support technology documentation, procedures, and asset inventory
- Cross-Functional & Administrative Support
- Support internal workflows that intersect marketing, operations, and technology
- Assist with special projects, system rollouts, or process improvements
- Maintain discretion and confidentiality when handling client, financial, and personal data
- Provide backup support to operations or administrative functions as needed
Qualifications
- Required
- Associate’s or Bachelor’s degree (or equivalent experience)
- 2–4 years of experience in marketing coordination, office technology support, operations, or a hybrid administrative role
- Strong organizational skills with the ability to manage competing priorities
- Working knowledge of Microsoft 365 (Outlook, Word, Excel, PowerPoint) and common collaboration tools
- Comfort troubleshooting basic technical issues and working with external IT providers
- High level of professionalism, discretion, and attention to detail
- Preferred
- Experience in a family office, investment firm, professional services, or small office environment
- Familiarity with CRM systems, email marketing platforms, or website CMS tools
- Exposure to compliance-sensitive marketing environments (financial services or advisory firms)
- Experience supporting remote or hybrid teams
- Key Competencies
- Strong communication and customer-service mindset
- Technical curiosity and problem-solving skills
- Ability to work independently in a lean environment
- Detail-oriented with strong follow-through
- Adaptability and willingness to take on varied responsibilities
- Working Conditions
- Hybrid schedule with in-office presence required for onboarding, equipment support, and collaboration. (3/2 program)
- Standard business hours with occasional flexibility for events