Office Manager

2 weeks ago

Washington, United States Bessemer Trust Full time
Job Summary:

The Bessemer Trust office is looking for an Office Manager to join their team. This role requires an individual who is able to be in office 5 days a week and 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. Additionally, this role will be entrusted to lead and manage a team of administrative professionals to assist in day to day office duties and strategic marketing initiatives. We are seeking a growth-minded individual that thrives in a fast paced working environment and is a team player.

Administrative Responsibilities:
  • Manage calendars effectively
  • Handle travel arrangements
  • Prepare timely and thorough expense reports
  • Screen incoming communications and route for follow-up
  • Communicate effectively with both internal and external contacts including significant prospect and client relationships
  • Proof standard correspondence
  • Maintain client confidentiality and information security
  • Handle mailings and maintain contacts though Salesforce
  • Organize meetings, luncheons and interviews as needed
  • Establish effective working relationships with colleagues and external contacts and may be asked to provide flexible support to other Managers
  • 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

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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