Associate Chief Of Staff

Job Summary

We are seeking a highly organized and technically capable Associate Chief of Staff & AI Operations Associate to support the Managing Partner (CEO) of Lumiere Financial, a fast-growing SEC-registered investment adviser. This is a high-trust role requiring exceptional discretion, precise execution, and the ability to operate effectively in a meritocratic, high-standards environment. In addition to comprehensive calendar and email management, this position will own the rebuilding and ongoing management of several critical pipelines (advisor recruiting, referrals/leads, and M&A opportunities) and will contribute materially to enterprise AI implementation and workflow automation. The successful candidate will demonstrate strong analytical ability, systems thinking, and a consistent commitment to quality and continuous improvement.

Work Arrangement: In-office, five (5) days per week, New York City (675 3rd Ave, New York, NY 10017).

Duties

• Manage and maintain the Managing Partner’s complex business and personal calendar (approximately 85% business / 15% personal), including scheduling, rescheduling, and prioritization of meetings and deadlines.

• Assist in business development (i.e., follow-up with prospective clients and leads)

• Own inbox (Outlook) management and correspondence execution, including triage, drafting, proofreading, routing, and proactive follow-up to maintain operational momentum and timely stakeholder responses.

• Develop and maintain weekly dashboards and reporting for multiple pipelines, ensuring accurate stage tracking, clear next steps, and consistent follow-through.

• Rebuild and administer the firm’s pipeline systems across (i) advisor recruiting, (ii) referrals/leads, and (iii) M&A opportunities (RIA acquisitions), including process design, data hygiene, and enforcement of operating cadence.

• Coordinate meeting preparation and post-meeting execution, including ensuring meeting notes are captured, posted into the appropriate system(s), and translated into assigned follow-up actions with accountability and deadlines.

• Implement and maintain AI-enabled workflows and automations across the organization, including prompting, agent development, and operational integration using approved tools (including Claude Opus and the firm’s Microsoft/Azure environment).

• Improve reliability and adoption of existing productivity systems (e.g., Outlook-based workflows, AI notetaking workflows, and related operational tooling) and establish durable processes that remain functional under real-world conditions.

• Support operational activities including client money movement coordination and trade execution when explicitly directed, with appropriate controls and escalation practices.

• Coordinate select projects and administrative initiatives as assigned, including vendor coordination, document preparation, and process documentation (SOPs).

• Maintain strict confidentiality of client, company, and employee information and comply with firm policies, information security requirements, and applicable regulatory standards.

Requirements

• Bachelor's degree (or foreign equivalent)

• Proven experience supporting senior leadership in a Chief of Staff/Founder’s Associate, operations, financial analysis, software engineering, or similarly high-accountability role.

• Demonstrated ability to manage competing priorities in a fast-paced environment with high attention to detail and consistent follow-through.

• Strong written and verbal communication skills, including the ability to draft executive-level correspondence with precision and professionalism.

• Technical capability sufficient to contribute to automation and analytics initiatives; proficiency in Python, C++, or R is preferred.

• Strong analytical and operational discipline, including the ability to design, rebuild, and maintain pipeline processes and reporting systems (CRM and spreadsheet-based systems).

• Demonstrated discretion and ability to handle confidential information with sound judgment.

• Willingness and ability to work in-office five (5) days per week at 675 3rd Ave, New York, NY 10017.

• Availability for occasional travel (approximately 5%–7%), primarily for client meetings.

• Clean background check required; employment is contingent upon execution of confidentiality and non-solicitation obligations (restrictive covenant).

• Series 65 (within 180 days)

Compensation and Benefits

• Base salary: $64,000-$80,000

• Discretionary bonus: up to $30,000, based on performance outcomes

• 401(k) with 3% non-elective contribution after one year of employment

• Company computer provided

Equal Employment Opportunity / Non-Discrimination Statement

Lumiere Financial Group LLC is an Equal Employment Opportunity employer. Employment decisions are based on merit, qualifications, and business needs. The Company does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex (including pregnancy, childbirth, breastfeeding, and related medical conditions), national origin/ancestry/citizenship, age, physical or mental disability, genetic information or predisposing genetic characteristics, military or veteran status or service, sexual orientation or preference, marital status (including civil union or domestic partnership status), domestic violence victim status, familial status, arrest/conviction history, partnership status, caregiver status, unemployment status, credit history, salary history, sexual and reproductive health decisions, stalking and sex offense victim status, or any other characteristic protected by applicable federal, state, or local law.

E‑Verify Statement

Lumiere Financial Group LLC participates in E‑Verify and will complete employment eligibility verification consistent with applicable law, including completion of Form I‑9 and, where applicable, E‑Verify procedures.

Job Type: Full-time

Benefits:

• 401(k)

• 401(k) matching

Work Location: In person