Administrative Operations

Job Description

This position will require flexibility and the ability to multi-task and shift priorities to meet the needs of the team and clients, while keeping track of the lower-priority items. The ideal candidate will possess a great deal of common sense, initiative, flexibility and problem-solving skills. In addition to being organized and analytical they must possess strong business judgment and communication skills needed to interact with a variety of different people and job functions both inside and outside the firm.

Responsibilities and Duties :

• Answer and direct phone calls.
• Act as point of contact for internal and external clients.
• Provide general support to visiting clients.
• Prepare reports and / or special projects, which may include data collection, coordination, final copy preparation, distribution, etc.
• Analyze and synthesize information from a range of data sources to understand issues, identify options and support sound decision making.
• Fosters long-term professional relationships with clients, customers, and vendors through exceptional customer service.
• Responsible for maintaining the accuracy of the data in CRM software.
• Manages assigned projects in a timely, accurate, and efficient manner.
• Responsible to maintain document management system, including scanning all paper documents and organizing electronic files.
• Data entry to include new client information, project information and financials.
• Maintain organization and cleanliness of all communal areas including, lobby, copy room, supply room, conference rooms & kitchen.
• Prepares conference room for meetings including offering and setting out beverages; arranging and ordering lunch if requested.
• Maintain accurate email database for reoccurring updates to clients.
• Collaborate with operations staff to identify and implement best practices.
• Performs other administrative duties and provides support and assistance as requested.

Required Skills / Abilities :

Outstanding customer service skills.

Excellent verbal and written communication skills.

Excellent organizational skills and attention to detail.

Excellent time management skills with a proven ability to meet deadlines.

Ability to function well in a high-paced and at times stressful environment.

Ability to proactively identify problems and formulate effective solutions.

Ability to work extended hours during busy season to include evenings and Saturdays.

Able to type minimum of 50 words per minute.

Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Able to work with little supervision and complete projects.

Possess a positive and professional attitude.

Ability to collaborate in a cross-functional teamwork environment.

Education and Experience :

High school diploma required; AA in Business Administration or related field preferred.

Experience in financial industry preferred.

3+ years of Executive Assistant or related experience required.

Physical Requirements :

Repetitive motions including the wrists, hands and / or fingers.

Prolonged periods of sitting at a desk and working on a computer.

Must be able to lift 15 pounds at times.

Benefits :

401 (k)

401 (k) matching

Dental insurance

Health insurance

Life insurance

Vision insurance

Retirement plan

Paid time off