Our client a firm that manages the wealth, finances, and personal items for a well to do family is looking for a full time Administrative Assistant. This person will support the Director Operations and the CFO; as well as handle reception (phone lines are extremely light)
This is not a typical organization with a website. This is a Private Single Family Office - Many of the people who work for this place have been there for an extended period of time.
Basic Description: The Administrative Assistant/Receptionist plays an essential role within a single family office environment supporting the activities of the professionals to whom this position reports. The ideal candidate is experienced in handling a wide range of administrative tasks.
Excellent oral and written communication skills
Impeccable attention to detail
Ability to prioritize multiple tasks and conflicting priorities with minimal guidance
Web and computer skills, including but not limited to mastery of Microsoft Outlook
(calendaring, multiple mailboxes, cloud-based software, etc.)
Self-motivated, with strong follow-up skills; ability to work independently as required
Sense of responsibility for and ownership of projects assigned
Solid interpersonal skills and ability to interact with all levels of management
Ability to develop strong working relationships with colleagues and external vendors
Ability to act with diplomacy and integrity, especially when dealing with sensitive issues
Eager to learn new skills; positive response to constructive criticism
Team player with an upbeat attitude
Ability and willingness to work outside of the normal -9:30-5:30- hours on occasion
Day to day responsibilities include but are not limited to:
Provide all aspects of administrative support to the CFO, Counsel, and Senior Controller
Act as back-up to Executive Assistant/Director of Operations during absences, and as
assigned by President
Answer telephone calls in a polite, efficient, and professional manner, taking accurate and
detailed phone messages, and refer callers to appropriate person
Perform various communication, filing, printing, faxing and correspondence activities as
required, including typing, maintaining accurate file systems (both web-based and hard
copy), updating organizational spreadsheets and various charts, e-mail monitoring,
document management and distribution, responding to investment document requests, etc.
Handle all office supply orders and processing of related invoices
Ship, receive, and distribute all internal and external mail and packages
Schedule and confirm meetings, appointments, and conference calls
Meet and greet all guests
Make travel arrangements and prepare expense reports
Keep Board Room, kitchen, and office space orderly
Fulfill other ad hoc duties and special projects as requested
Medical, Dental, Vision
Employer pays 70 to 80% of medical premium depending on coverage selected by employee (single, family, etc).
Employer pays for 3x-s salary life insurance policy
Employer pays $14 a day allowance for lunch if employee stays in for lunch which most do
Employer pays 100% of Transit up to $230 a month
2 weeks vacation / 10 sick days / 2 Personal days
401(k) up to 4% match of employee-s contribution plus 2% profit sharing at year-end (depending on eligibility)
This is an overtime eligible position, however, OT is limited.
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