Office Management Specialist

2 weeks ago

Carmel, Indiana, United States Valeo Financial Advisors LLC Full time
Job Overview

Valeo Financial Advisors LLC is seeking a dedicated and service-oriented Operations Assistant to enhance the administrative functions at our headquarters. This role encompasses a combination of general office management and receptionist responsibilities to ensure smooth daily operations. The ideal candidate will demonstrate a positive demeanor, exceptional resourcefulness, and the ability to manage multiple tasks efficiently.

Note: This position requires regular in-office attendance.

Key Responsibilities:
  • Act as the initial point of contact by welcoming clients and visitors, while maintaining the appearance of conference rooms and communal areas.
  • Screen incoming phone calls, inquiries, and correspondence, directing them to the appropriate parties.
  • Oversee the daily office calendar and organize meetings for clients, partners, and internal teams.
  • Ensure the office is adequately stocked with supplies, manage deliveries, and liaise with vendors to support operational needs.
  • Process incoming checks, mail, and legal documents, ensuring accuracy and proper distribution.
  • Maintain organized records, invoices, and essential documentation.
  • Develop and adhere to standard operating procedures to ensure compliance with regulatory requirements and corporate standards.
  • Handle complex administrative tasks requiring independent judgment and initiative.
  • This list of responsibilities is not exhaustive and may be adjusted to include additional tasks as deemed necessary by management.
Qualifications:
  • A minimum of 3 years of administrative support experience in a professional setting is required, with a preference for candidates with a background in finance.
  • A high school diploma is required; higher education is preferred.
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and database management is essential. Experience with CRM systems is a plus.
  • Exceptional attention to detail and discretion in handling sensitive corporate and client information.
  • Strong interpersonal skills with the ability to cultivate relationships with key stakeholders.
  • A commitment to providing an excellent client experience, coupled with outstanding organizational and time management abilities.

Valeo Financial Advisors is one of the largest Registered Investment Advisor firms in the Midwest, managing over $9 billion in assets. We are committed to delivering comprehensive, independent financial advice to our clients with a transparent fee structure. Our organization is dedicated to empowering future generations and transforming the financial services landscape. We offer competitive benefits, including flexible leave policies, a 401(k) plan with company matching, and health coverage.

Valeo is an Equal Opportunity Employer and does not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, disability, national origin, veteran status, or any other legally protected status. All employment decisions are based on qualifications, merit, and business needs.

Valeo does not accept unsolicited resumes from individual recruiters or third-party recruiting agencies in response to job postings.

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