Head of Operations, Process & Administration - Stratos Wealth Partners LLC

Stratos is a large and rapidly growing national wealth management firm with over $21.9 billion of assets under management with 345 advisors nationwide. Headquartered in Beachwood, OH the firm operates with 3 distinct RIAs, Stratos Wealth Partners, Stratos Wealth Advisors and Fundamentum – each playing a different role in the support and service of our advisors and clients.

Position Overview:

Reporting directly to the Chief Operating Officer, this position is responsible for the day-to-day management of and record-keeping of our operations departments with the goal of making Stratos an easy place to do business for our partner firms. This role also oversees the Transitions, Service, Operations, Front of House and Data Quality teams in delivering a seamless support service to our national network of advisors. This individual will lead a team of managers who each run a core operational function in support of our field based advisor teams, along with managing the day-to-day operations of the headquarters building and owning the ‘first impression’ of our firm for advisors and clients. This role will require a strong understanding of the Investment Advisers Act of 1940, FINRA rule 3280, along with relevant sections from SEC Rule 206 (4)-7 and (4)-11.

This role requires a significant amount of diligence, attention to detail and independent thought leadership to effectively identify, understand and resolve key operational needs of the firm. The right candidate will be able to determine key requirements from a range of stakeholders and build the appropriate delivery framework that balances speed and simplicity, with operational rigor and accurate recordkeeping.

Essential Duties/Responsibilities:

• Design and build operational processes that execute key wealth management support functions in the most efficient manner possible.
• Construct and maintain a ‘Front Office Reference Guide’ and a back office procedures manual to document all required operational functions of a national RIA.
• Ensure all documentation and manuals are produced, managed and maintained in an industry standard format, with a process for continued review and enhancement.
• Lead the Advisor Transition team to deliver an outstanding experience, including firm affiliation, custodial and platform integrations, technology and operational migrations, coordinating efforts across all Stratos departments.
• Advocate for operational process excellence by collaborating with multiple departments to ensure creation, tracking and delivery of service level agreements (SLAs).
• Cultivate strong vendor relationships regarding custodial, technology, and operations support.
• Design, implement and maintain a written process for vendor and new investment product due diligence, ensuring appropriate reporting and recording of facts and circumstances behind key decisions.
• Work with the compliance department to ensure written procedures are followed and a process exists that are reasonably designed to prevent violations.
• Build close, positive working relationships with members of the compliance team to ensure business processes are built out in a way that ensures compliance with key regulations and requirements.
• Write, maintain and implement business policies to ensure services provided by outsourced Service Providers are conducted in accordance with applicable state and federal laws and in line with contractual obligations.
• Coordinate daily business operations, ensuring organizational excellence.
• Manage day to day operations of the headquarters building, including effective management of ‘front of house’ operations.
• Own and manage the operational recordkeeping of the firm.
• Modernize workflow management systems by using new technology to create scale and simplicity for our teams.
• Actively seek out ways to drive better recordkeeping, more efficient process and track work across all departments.

Qualifications:

• 10+ years of experience in the financial services industry in an operations or transitions role
• Seasoned people leader with demonstrated track record in building operating rhythms and personal accountability.
• Experience with securities and investment advisory operations, systems and administration
• Knowledge of SEC, FINRA, and state advisory regulations, especially the Investment Advisers Act of 1940.
• Personable, approachable with a positive attitude in providing service excellence
• Project management experience.
• Ability to work independently with superior time management and problem-solving skills
• Strong and professional verbal and written communication skills
• Active listener
• Ability to manage multiple priorities and projects simultaneously and effectively resolve conflict
• Extensive awareness of, and interest in operational and transition processes and best practices
• Committee responsibilities including due diligence, operational process and supervision.