Office Administrator

3 weeks ago

Potomac, United States NFP Full time
Office Administrator

Potomac, MD, US

Who We Are 

Wealthspire Advisors is a New York City-based, independent registered investment Advisory firm with $20B in AUM. We have more than 300 employees serving clients from 22 offices in 12 states. With a strong commitment to a fiduciary business model, the firm believes in connecting all aspects of a client’s financial life to deliver thoughtful, collaborative strategies that focus on what is most important to each client. Wealthspire Advisors acts as a wealth manager, investment Advisor, consultant, and constant partner in helping clients achieve their aspirations. For more information on Wealthspire Advisors, please visit?www.wealthspire.com. 

ESSENTIAL DUTIES & RESPONSIBILITIES 

Client and Visitor Hospitality:

  • Manage reception area and create a welcome experience for office visitors, including hospitalities, parking, office tours, etc.
  • Maintain professionalism through appearance and client and visitor interactions.
  •  Coordinate ordering, delivery, presentation, and clean-up of catering for visitors and staff.
  • Set-up and break-down meeting rooms for client and internal meetings
  •  Route limited incoming calls, mail communications, and deliveries.
  • Coordinate monthly birthday gifts for clients and staff, annual holiday gifts for clients, and other ad hoc gifts.

Office Environment:

  •  Maintain a professional and safe office environment.
  •  Keep office equipment and appliances clean and in working order. Manage repairs and/or replacement of same, as necessary.
  • Liaise with building management and provide updates to staff as needed.
  • Manage the purchasing function and ensure inventories of office supplies, equipment, and services, including but not limited to the following:
    • Office and kitchen supplies
    • Mailing and shipping supplies
    • Marketing materials (folders, brochures, etc.) in coordination with marketing department
    •  Binding materials (covers, spirals, tabs, etc.)
    • Parking passes
  • Coordinate with internal support and external vendors for office-wide IT-related issues and equipment.
  • Manage relationships and coordinate quotes, as appropriate, with vendors, service providers, building management, etc.
  •  Ensure vendor invoices are received and paid on time.
  • Deposit checks to client accounts.

Staff Relations:

  •  Manage office calendar and communications.
  • Partner with HR to maintain office policies, as requested.
  • Organize office operations and procedures.
  • Coordinate limited onboarding and offboarding of employees, in conjunction with HR, IT, Client Ops, Building Management/Parking, etc.
  • Address employee queries regarding office management, security, maintenance, mailing, shipping, parking, and supplies.
  • Assist in the planning and execution of staff social and community service events and company events (i.e., in-house, or off-site activities, like parties, celebrations, and conferences)

Other Staff and Company Support:

  • Manage and confirm appointments for Managing Directors, as requested.
  • Manage expense reporting for Managing Directors, as requested.
  • Handle overall office clerical and administrative duties.
  • Handle special projects for office or in support of company departments/programs.
  • Assist team members with scheduling, printing, and general meeting preparation.

KNOWLEDGE, SKILLS, AND/OR ABILITIES

  • High level of attention to detail
  • Ability to manage time effectively and prioritize workload.
  • Excellent oral and written communication skills with clients, vendors and staff
  • Effective organizational skills – keeps files and work area organized.
  • Tactful and professional in relations with internal and external contacts and employees
  • Ability to work with minimal supervision.
  •  Proficient in PC, Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, etc.) and the ability to learn new software and technology.
  • Ability to periodically work extended hours.

Education and/or Experience

  • High school graduate or an equivalent required
  • Office management experience
  • Have or be willing to obtain a Maryland notary public commission.

Diversity, Equity, Inclusion, and Belonging at Wealthspire

Wealthspire is committed to fostering an inclusive work environment that values diversity as a fundamental asset. Research substantiates that diverse teams are not only more innovative but also make more informed decisions, leading to increased employee engagement and client satisfaction.

  •  Equal Opportunity: We are an equal opportunity employer. All employment decisions are based on qualifications, merit, and business needs. We do not discriminate based on race, religion, color, gender, age, national origin, sexual orientation, marital status, veteran status, or disability status.
  •  Culture Add Over Culture Fit: Rather than seeking candidates who merely fit into our existing culture, we prioritize those who will add new dimensions to it. We welcome individuals who bring unique perspectives, experiences, and skills that enrich our team and client interactions.
  •  Inclusive Excellence: We believe that true excellence can only be achieved in an environment where every employee feels empowered and included. Our commitment to diversity extends beyond hiring practices to every facet of our business.

Do you see yourself excelling in this position?

Don’t hesitate to apply, even if you don’t meet every qualification on the list. We recognize that career journeys are as unique as individuals themselves, and valuable skills can come in various forms. We’re eager to learn about your unique talents and experiences.

What We Offer

NFP and Wealthspire Advisors are proud to offer a competitive salary, PTO & paid holidays, 401(k) with match, exclusive discount programs, health & wellness programs, and more. Our PeopleFirst culture focuses on building and nurturing lifelong relationships with our employees because, at the end of the day, we exist to be there for others.

Wealthspire and You… Better together

NFP and Wealthspire Advisors is an inclusive Equal Employment Opportunity employer.

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