Office Administrator / Executive Assistant

The Role: Office Administrator / Executive Assistant

Location: San Francisco, CA

Full-time

Firm Background

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. 

Job Description

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.

Responsibilities:

  •  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

Qualifications:

  • 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.