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Administrative Coordinator

Administrative Coordinator

Boutique Financial Services firm is hiring an Administrative Coordinator. Work alongside the Office Manager to support the daily activities and needs of the office staff and executives, including managing schedules, coordinating meetings, managing expense reports, and coordinating travel. Other duties include day-to-day operations of the office and special projects on an as-needed basis. The Administrative Coordinator must demonstrate the ability to manage confidential information with discretion and display a professional manner at all times.

Responsibilities

  • Support leadership as requested, organize and coordinate calendars, schedule appointments and send invites as requested
  • Travel logistics, maintain pertinent changes and credit card credentials and preferences for each staff member, including air, car, hotel
  • Send email correspondence/meeting invites as requested
  • Manage contact details in Salesforce, and assist with ongoing contact management to limit stale contacts
  • Manage account for new hires/current users as needed
  • Print IC Memo/prepare conference room for bimonthly IC meetings
  • Distribute and coordinate inbound/outbound mail/UPS/FedEx deliveries
  • Prepare and mail checks two times/month. Distribute expense and payroll checks.
  • Other duties as needed Office Management, back up Notary Public
  • Maintain general office appearance including the kitchen, supply closet, common areas and conference rooms to ensure areas are clean, stocked and organized. Order office supplies/groceries as needed.
  • Coordinate meals for onsite meetings
  • Maintain contracts and relationships with all outside vendors
  • Serve as day-to-day point of contact for support vendors (office supply, groceries, water, equipment repair, interior landscape, copier repair)
  • Perform the Office Manager’s duties when needed
  • Witness and file receipt of onsite Iron Mountain monthly hardcopy destruction
  • Document, send and upload to Salesforce destruction letter correspondence for declined/lost deals as requested Other Support
  • Assist with annual meetings, Board Calls, holiday events. Work in in conjunction with the Office Manager regarding logistics, details and point of contact
  • Special Projects as needed

Requirements

  • Preferred experience in an administrative support role
  • Degree or relevant experience
  • Mature, professional worker with strong interpersonal skills
  • Creative problem solver with ability to multitask
  • Attention to detail and solid organizational skills
  • Computer proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
  • Ability to be flexible and adapt to unexpected and changing priorities

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