Marketing & Helpdesk Support Specialist

Job Description

Job Description

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, deadlines, or urgent technical needs

Company DescriptionBaldwin Management is a private and independently-owned firm created to serve families, foundations, and non-profit institutions as investment advisors, family office specialists, and financial planners.

Our goal is to provide our clients answers to the challenges of wealth management with a comprehensive array of financial services. These solutions are implemented to relieve individuals and institutions of tasks that could interfere with the full realization of their objectives. This will be accomplished in an atmosphere of total objectivity and confidentiality.

Baldwin has three offices. One located in the heart of West Conshohocken, Pennsylvania in the 1K1 complex, where Baldwin has resided since its inception in 1999. The other offices are RKM – A Baldwin Company in West Chester, Pennsylvania, and a full CPA/Tax firm in Fishkill, New York.

Company Description

Baldwin Management is a private and independently-owned firm created to serve families, foundations, and non-profit institutions as investment advisors, family office specialists, and financial planners.\r\n\r\nOur goal is to provide our clients answers to the challenges of wealth management with a comprehensive array of financial services. These solutions are implemented to relieve individuals and institutions of tasks that could interfere with the full realization of their objectives. This will be accomplished in an atmosphere of total objectivity and confidentiality.\r\n\r\nBaldwin has three offices. One located in the heart of West Conshohocken, Pennsylvania in the 1K1 complex, where Baldwin has resided since its inception in 1999. The other offices are RKM – A Baldwin Company in West Chester, Pennsylvania, and a full CPA/Tax firm in Fishkill, New York.