Office Administrator
The purpose of this position is to ensure smooth day-to-day operations, specifically for the Advisory Team, while providing superior customer service to the firm’s prospects, clients, and other team members. Position requires employee to perform general administrative services, such as incoming calls, calendar management, travel arrangements, outgoing mailings, and welcoming clients to the office as necessary.
Responsibilities
• Manage Advisory Team calendar and email daily
• Book all travel for advisors as needed
• Record notes in the database and keep it up to date
• Keep Chief Advisor organized and prepared for all team and client meetings
• Answer the phone in a warm, friendly manner
• Maintain an organized, compliant, and efficient filing system
• Assist with copying or scanning, as requested by the team
• Mail outgoing correspondence
• Run errands as necessary
• Assist with the weekly staff meeting and take meeting minutes
• Following team meeting, distribute notes and include imperative tasks assigned
• Assist Marketing Coordinator with any outgoing mail
• Update office calendar with Advisor’s travel information
• Create travel itineraries for upcoming travel
• Assist Marking Coordinator with the client touch marketing program
• Assist with the mailing of client update reports and mailings
• Greet prospects and clients as needed
• Make reservations for client lunches or meetings
Qualifications
• Proficient phone skills
• Command of the English language with grammar
• Experience working in a fast-paced environment
• Ability to prioritize projects and manage time
• Attention to detail
• Working knowledge of computers and software
• Ability to multi-task
• Strong work ethic
• Flexible
• Self-Starter
• High level of interpersonal skills
• Customer service oriented
• Desire to support a team
Financial Services, Investment Management, and Investment Advice
Administrative, Customer Service, and General Business
Full-time