Office Assistant - Top Investment Advisory Group

Office Assistant

The Client

The client is a Big 5 bank’s top advisory group with over 25 years of success working with a very select group of ultra-high net worth and family office individuals. The group has an exceptional corporate culture that nurtures close partnership and cohesion between its team members while providing the highest level of commitment to excellence in client service. The group is currently looking for an Office Assistant to support team members so they may focus on their highest-value work.

Position Overview

The ideal candidate will be a hard-working and professionally presented person, able to undertake a variety of office support tasks and work diligently under minimal direction.  There is no task too small for the ideal candidate and they bring a positive and can-do attitude to all of the tasks that they are responsible for. They have a helpful nature and are always willing to help out with anything that arises to support the efficient functioning of a busy and dynamic office. This person will be comfortable working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results. 

Responsibilities:

·        Manage all office catering needs, including any daily staff requests, lunch orders and pick-ups, coffee break runs, etc.

• Sort and distribute communications/incoming mail promptly; take and distribute accurate telephone messages as a back up to reception
• Prepare outgoing mail for distribution; coordinate messenger and courier services 
• Fax, scan and copy documents and maintain office filing and storage systems 
• Monitor level of office supplies and proactively handle shortages 
• Resolve office-related technology malfunctions and respond to requests or issues; ensure office equipment is properly maintained and serviced either directly or through external vendors
• Coordinate with other departments to ensure compliance with established policies 
• Maintain trusting relationships with suppliers, customers and colleagues 
• Keep office area clean and tidy, including kitchen areas   
• Support team members with any administrative items as necessary (including but not limited to typing notes, creating spreadsheets, assisting with PowerPoint presentations and uploading content to various platforms)
• Research, pack, and wrap unique client gifts
• Personal assistance and provide administrative support for special projects to the founder and principal of the group and his family

Role Requirements:

• 3+ years clerical experience within an office environment
• Previous reception duties
• Strong interpersonal and communication skills
• Excellent organization skills
• Effective time-management, planning, and prioritization skills
• Highly professional and friendly demeanor
• Ability to work well with minimal direction
• Proficient in Microsoft Office (Word, Excel, Outlook) and eager to learn and embrace new software and technologies