EXECUTIVE ASSISTANT/ OFFICE MANAGER
2 weeks ago
The Bessemer Trust office is looking for an Executive Assistant/Office Manager to join their team. This is a role where the individual will be responsible for supporting the Head of the Office (Regional Director) as well as the Client Advisors and Wealth Advisors, collaborating with our HQ Corporate Real Estate Team ensuring the office operates smoothly and collaborating with our Marketing team to coordinate local conferences and events. This role sits in our Los Angeles office will require an individual who can be in the office 5 days a week.
Responsibilities :
* Optimum screening of incoming communications and routing for timely action and follow-up.
* Professional communication with both internal and external contacts, including significant prospect and client relationships.
* Compose well-proofed written and email correspondence, which may require the use of financial vocabulary and broad knowledge of the firm's operations, systems, and employees.
* Provide direct and pro-active administrative support to all members of the CA Team; primary support for Associate Client Advisors with respect to all cash management and bill payment functions.
* When appropriate collaborate with the ACAs to create presentation books for clients and prospects.
* Comprehensive organization of meetings and luncheons as needed; coordinate scheduling for internal attendees and manage calendar invitations for the CA team.
* Responsible for maintaining current Salesforce client records for the CA Team and managing external client mail merges, event invitations, and Salesforce reports.
* Bookkeeping/accounting work for various transactions with clients, as directed by the CA team.
* Process expense reports and book travel for all members of the CA Team.
* Establish effective working relationships with colleagues and external contacts.
* Update all contact information, send mass mailings, create ticklers, log calls, and create activities in Salesforce.
* Manage calendars effectively.
* Maintain client confidentiality and information security.
* Act as receptionist for the office.
Marketing Responsibilities:
* Partner with the Marketing team, Investment team and Senior Management to plan and run regional events
* Assemble marketing presentation materials and maintain the marketing materials supply room
* Work with presenters to ensure the presentation materials and hand outs are available on time and any audio-visual requirements are satisfied
* Attend and manage regional events on site as appropriate
* Develop post-event communication plan for each event
* Provide suggestions and problem-solving during the execution of the event
Office Management Responsibilities:
* Liaise with HQ's HR, IT and CRE Team
* Maintain working relationship with property management for day-to-day operations reporting and resolving issues, respond and provide on-site support for after hour emergencies when needed (i.e. building shutdowns)
* Access card administration, maintain life/safety protocols, support renovation projects
* Vendor management - contracts, maintenance, cleaning, supplies, includes ordering supplies to ensure the office is well stocked
* Hands-on approach to ensure office is always presentable, with a focus on client facing spaces
Qualifications:
* Bachelor's degree and a minimum of 2-5 years of prior experience as an Office Manager and/or Administrative or Executive Assistant
* Adaptable and versatile skill set
* Outstanding phone skills
* Experience with Salesforce and Microsoft Office suite (Word, Excel, PowerPoint, Outlook)
* Strong attention to detail
* Ability to quickly grasp systems/technologies used at Bessemer
* Excellent organizational skills, including the ability to handle multiple tasks simultaneously
* Thoughtful interpersonal skills and comfort working within a team
* Interest/experience in financial services
* Good working knowledge of office technology (PCs, printers, fax and copy machines, etc.)
* Exceptional oral and written communication skills
The base salary range for this position is ($60,000 - $100,000). Actual salaries will vary and will be based on various factors, such as skills, experience, and qualification for the role. It is not typical for offers to be made at or near the top of the range. In addition, this position may be eligible for a discretionary incentive based on individual and company performance.
Eligible employees may participate in a 401 (K) program with a company profit sharing contribution, medical, dental, vision, life insurance and disability covering and paid holidays, vacation, and sick days.
Securities licenses will not generally be obtained or maintained unless deemed by Bessemer Trust to be required in order for you to perform the responsibilities of this position.
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