PHONE: 312.857.2300

Office Manager/Administrative Assistant

Office Manager/Administrative Assistant

Office Manager / Administrative Assistant

Our client is a growing, closely-knit professional financial firm where a high degree of intellectual curiosity, dedication to continuous improvement, and the ability to work in a team environment are critical for success.  As the OM/AA you will be the liaison and first impression to clients, guests and the internal team.

This is a company that supports an environment where every team member is empowered to attain their professional goals.

Responsibilities

  • Manage reception area by greeting guests, routing incoming phone calls, distributing incoming mail / packages and processing outbound mail / packages
  • Maintain appropriate levels of office supplies and kitchen needs
  • Ability to work with multiple functions across all business lines to coordinate schedules, meetings and complete group objectives
  • Schedule and coordinate internal and external meetings and conference calls
  • Assist Managing Director with daily calendar management needs (i.e., confirm daily schedule, notification of scheduling conflicts, submit e-time sheets, etc.
  • Conference room scheduling, catering orders, room set-up, and clean-up
  • Assist with travel plans (includes hotel, flights, car, dinner arrangements)
  • Make sure all travel and meeting details are on respective calendars (meeting location, address, and any other relevant details)
  • Serve as a liaison for traveling staff members
  • Assist with association and seminar events, meetings, closing celebrations and informal gatherings
  • Ad hoc tasks, as necessary and requested
  • Assist team in identifying prospective clients
  • Assist in the development of sales deliverables, including introductory call prep, presentations and pitches (e.g., pulling presentation materials together for intro calls)
  • Attend select Prospect calls to take notes and follow up on next steps
  • Create and maintain Working Group List for projects with input from team members
  • Project folder creation on client drive
  • ShareFile – Set up, send invites, upload and download information as directed by team members

Requirements

  • Professional personal presentation and service-oriented
  • Ability to organize and prioritize work and meet strict deadlines with little oversight
  • Ability to work cooperatively with other support team members and staff
  • Keen attention to detail
  • Excellent verbal, proofreading, and written communication skills
  • Demonstrated experience using MS Office products (PowerPoint, Word, and Excel)
  • Flexibility and willingness to adapt hours to periods of peak activity
  • Ability to handle periods of downtime with future planning
  • Desired Experience:
  • Associates degree or 2+ years front desk experience, preferably in a business-related field

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