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Senior Administrator

3 months ago

Mountain View, United States ASPIRIANT LLC Full time
Job DescriptionJob Description

What we are looking for -

The Senior Administrator is responsible for all office activities, office management functions and assistance. These duties include; greeting clients and guests, answering phones, contacting clients to schedule and confirm appointments, provide assistance to Client Service teams, ordering office and kitchen supplies, and various general office management tasks.

You will -

Client Experience:

  • In coordination with Client Service teams, contact clients to schedule and confirm client meetings; send calendar invites to client service team using Outlook.
  • Update Salesforce (CRM) with client meeting dates.
  • Coordinate regular meetings with team Leads to go over client meetings, using reports generated from Salesforce.
  • Set up Zoom conference calls with clients and run a test call if requested by client
  • Order and set-up lunch for internal client meetings when requested
  • Greet all clients and guests professionally, direct them to the assigned conference room, offer and provide refreshments and inform Client Service team that the client/guest has arrived.
  • Enhance our reputation and maintain high level relationships with clients – order gifts and send cards, when requested.
  • Make meal reservations and meeting arrangements with various local restaurants and hotels; communicate this information to staff members and/or clients.
  • Provide assistance to Client Service teams as it relates to client activity and deliverables using Salesforce.
  • Assist with copying, scanning, and binding of presentation materials and interim reports for client meetings.

Managing Director and Total Wealth Management Team:

  • Assist Managing Director in overseeing the integration of four offices
  • Schedule internal team meetings
  • Assist in preparing PowerPoint presentations and communication for internal and external meetings
  • Attend internal meetings and take notes
  • Administer Managing Director’s calendar – monitor upcoming deadlines
  • Assist in preparing and distributing communications for the Managing Director
  • Assist with event planning and coordination
  • Prepare and submit expense reimbursement requests
  • Make travel arrangements

Office Management and support:

  • Be the first point of contact for all technology issues related to meeting rooms and troubleshoot problems and/or contact IT.
  • Oversee all matters relating to internal meetings and visitors to the office. This includes assigning workspaces for staff visiting from other offices, ensuring that conference rooms are reserved correctly, and that conference calls and video conference meetings are initiated.
  • Order and replenish all office supplies; order kitchen products; and order all lunches or catering services for in-house meals and meetings.
  • Ensure the kitchen and supply back stock is well organized.
  • Communicate with various vendors regarding office issues and needs; the first point of contact with building management regarding facilities needs in the suite.
  • Responsible for the cleanliness of the conference room after each meeting. Clean and tidy the kitchen at the end of the day.
  • Process incoming and outgoing mail.
  • Scan statements to client folders, and forward to Client Service Operations for reconciling.
  • Answer main phone line and direct callers
  • Ad hoc assistance as needed

We want -

  • Minimum four years’ experience in an office management assistance role in a professional services environment. Experience in a financial service and/or investment management firm is a plus
  • Some college education, bachelor’s degree preferred
  • Experience with Salesforce, or other CRM, is required
  • A current California Notary Public or willingness to obtain Notary Public after 6 months of employment
  • Service oriented, and enjoy assisting others
  • Possesses the natural confidence and presence to represent Aspiriant to the public; ability to easily relate to, and communicate with, clients, external constituents, and staff of all levels in the firm
  • Excellent organizational skills: meticulous with a high degree of accuracy, ability to follow detailed instruction and follow-through
  • Strong written and verbal communication skills
  • Ability to multi-task, set priorities among a variety of tasks and an occasionally heavy volume of work and fast pace
  • A proactive self-starter who takes initiative and takes ownership of his/her work
  • Impeccable ability to maintain confidentiality
  • A teammate who will thrive in a small company environment
  • Excellent personal and professional references
  • Proficiency with all Microsoft Office applications (Outlook, Word, Excel, Power Point) as well as Adobe Acrobat

We offer –

  • Collaborative fun environment
  • 401(k) with company match
  • Individual bonus program
  • Competitive company contribution to medical benefits
  • Flexible work arrangements

We are –

ASPIRIANT IS A leading independent wealth management firm.

We recognize, respect and value the contributions of each employee, and we strive to cultivate a work environment that strikes an agreeable balance between our professional and personal lives.

Our core values guide us to seek out a broad range of perspectives, talent, and backgrounds to achieve our mission; one where all staff contribute to and share our success. Aspiriant is committed to diversity, and as an equal opportunity employer, we are committed to employment practices that ensure that employees and applicants for employment are provided with equal opportunities without regard to race, color, national origin, ancestry, sex, age, religion, physical or mental disability, medical condition, veteran status, marital status, pregnancy, sexual orientation, gender identity, genetic information or any other factor that is not related to the position.

To Apply

Applicants should go to www.aspiriant.com, select the ‘careers’ link in the footer and search for open positions in Mountain View. From there attach a cover letter and resume for consideration.

Aspiriant is an Equal Opportunity Employer and follows the guidelines for any applicable Fair Chance Ordinances.

www.aspiriant.com

Aspiriant is a Registered Investment Adviser, subject to SEC regulation, and requires all employees (and at times, family members) to disclose securities holding and transactions. There are also restrictions on trading certain securities. Candidates are encouraged to request further information regarding these policies.