Senior Office Administrator
FIRM OVERVIEW
SENIOR OFFICE ADMINISTRATOR POSITION PROFILE
Bordeaux Wealth Advisors is a premier investment advisory and wealth management firm with approximately $4.4 billion in assets under management across 250 families. We have offices in Silicon Valley (Menlo Park, California) and Seattle (Kirkland, Washington) – areas synonymous with innovation, entrepreneurship, and wealth creation.
We serve as personal CFOs for high-net-worth individuals and families to grow, preserve, and transfer their wealth. Our mission is to serve as our clients’ most trusted advisor: guiding them to achieve their financial goals and objectives and enabling them to realize their ideal future. We take a holistic approach to overseeing our clients’ financial situation and provide guidance on investment strategy, asset allocation, income tax and cash flow planning, estate and wealth transfer, insurance and risk management, education, retirement planning, and philanthropic gifting.
BWA’s culture is centered on a relentless pursuit of excellence, integrity, honesty, intellectual rigor, and curiosity, with a strong client service ethos. We are a proudly independent firm and believe deeply in putting our clients’ interests first.
POSITION SUMMARY
As Senior Office Administrator, you will be our one-person administrative team serving as the front office representative for our Silicon Valley office and coordinating and managing office administration duties across our two locations (Seattle and Silicon Valley). This role encompasses many responsibilities to keep both offices equipped and running smoothly plus a variety of projects and responsibilities that support several of our teams including Operations, Client Service, Compliance, and Tax. You will work closely with the Director of Operations to help ensure our workplaces run efficiently and meet the needs of our team members.
Your role will encompass three main functions:
Front Desk – as the first point of contact for our clients, conveys the warmth, professionalism, and bespoke service we are known for
Firmwide Office Administration -- coordinates and oversees administrative duties for our offices and remote locations, anticipating needs to keep our locations running smoothly
Projects and Team Support – assists, supports, and collaborates with several teams to help them achieve their goals and objectives
The successful candidate will employ a friendly, positive attitude, excellent communication skills, and demonstrate the ability to manage change and competing priorities.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The Senior Office Administrator will report to the Chief Operating Officer. The ideal candidate will have 2-3 years of administrative or support experience, preferably within the financial services industry. The optimal candidate will be a team player, self-directed, a natural team player, and possess a true spirit of service.
The following duties generally represent the nature and level of work assigned and are not necessarily all-inclusive.
Front Desk
Greet clients
Answer a multiple line phone system
Accept deliveries and mail, and distribute
Manage outgoing mail and packages for pickup
Maintain the reception area and conference rooms
Assist new hires with assigning key fobs, tour of the office, security information, office
supplies, telephone directories, mission statement, etc.
Office
Ensure the breakroom and common areas are clean, monitor stock and order office supplies and snacks
Manage records of office expenses and costs
Manage office equipment, printer/scanner, postal machine, shred bin, and water dispenser
Maintain office supplies, and equipment; obtain vendor quotations, as needed
Coordinate office moves and office space for new hires
Manage scheduling of conference rooms for meetings, ordering meals, and serving coffee
and refreshments
Execute production and distribution of annual client holiday cards
Provide administrative support to executives and staff
Assist with partners’ expense reports and retrieving receipts
Assist with the Seattle office management responsibilities that can be done remotely,
partner with a local resource to ensure onsite responsibilities are being done.
Client Service
Compliance
Support Client Service Team with downloading and saving client statements, SFOA’s and Custodian Statements to our Data Management System (M-Files)
Provide data entry support to the Client Service Teams in Practifi (CRM)
Support CCO in performing Custody Audits
Coordinate new hire compliance training
Support CCO in administering compliance program
Operations
Provide data entry support to the Operations Team in Practifi
Tax
Support Tax Team with downloading and filing client K1s and 1099s documents REQUIREMENTS – EXPERIENCE, EDUCATION, COMPETENCIES & PROFESSIONAL SKILLS
Bachelor’s degree
2-3 years of experience in an administrative or support role – preferably in the financial services industry.
Demonstrates a polished and professional demeanor with clients, supervisors and co-workers
Outstanding interpersonal and verbal communication skills
Strong organization and time management skills, ability to multi-task and prioritize
Strong attention to detail and ability to anticipate needs
Able to think on feet, problem-solve in the moment, flexibility to adjust and contribute to continually evolving work situations and changing priorities
Proficient with MS Office applications, calendars,
COMPENSATION
An attractive compensation package is offered commensurate with experience and ability. This package will include a competitive base salary ranging from $50,000 to $80,000, an incentive bonus, health, dental, vision, life, and disability insurance benefits, a 401(k) plan, and flexible time off.
Send Resume and Cover Letter to : pplatt@bordeauxadvisors.com