Office Administrator / Executive Assistant
The Role: Office Administrator / Executive Assistant
Location: San Francisco, CA
Our Client is a leading private investment office for a select group of taxable and tax-exempt clients. The firm was formed in 2011 as a multi-client investment office.
Our client is seeking a full-time office administrator and executive assistant. The position requires the ability to work in a fast-paced environment, efficiently supporting the firm with day-to-day office organization, meeting preparation, travel reservations and binding presentations / meeting deliverables. The office administrator’s role will primarily be to support the investment and client advisory team in professionally serving and communicating with clients, prospective clients and vendors of the firm.
Professionally greet visitors to the office. Register visitors with security.
Answer phones, screen calls and/or take messages as needed
Plan breakfast, lunch, and/or dinner meetings held at the office or at local establishments
Plan and execute internal and client events
Ensure office/conference rooms are adequately prepared before and after each meeting
Assist with printing and binding of client materials
Scan various documents and electronically file as appropriate
Proficiently research and organize travel accommodations including flight, hotel, rental car
Organize, plan, and deliver client gifts and holiday cards
Order office supplies, ensure office is properly stocked of all provisions / supplies
Perform basic internet research on various companies and their personnel
Transcribe various meeting notes into Word or Microsoft CRM
Ensure proper / updated contact information is maintained in Microsoft CRM
Pre-populate various forms and documents for the client advisory team
College graduate; minimum 2 years of work experience in the financial sector
High degree of individual initiative with a sense of urgency
Ability to work in a fast-paced environment and think clearly
Strong organizational skills; ability to multi-task and organize a multitude of meetings
Ability to professionally communicate with clients and prospects
Proficiency in Excel, PowerPoint, Word, Adobe Acrobat, Microsoft CRM
Location :San Francisco.