Administrative Assistant-Family Office

Blue Trust•Irvine, CA

About The Position

The Administrative Assistant performs administrative and office support activities for one or more managers. Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, assembling materials for client meetings, managing information and documents, and providing other support as needed. The role also helps maintain the office and supports team members, clients, and guests with professionalism and attention to detail.

Requirements

Aptitude for and enjoyment of serving others with excellence.
Willingness to take direction and exercise independent judgment.
Ability to organize and express thoughts clearly and concisely, verbally and in writing.
Ability to prioritize and plan proactively, complete multiple time-sensitive tasks, and respond to urgent needs.
Strong organizational, general office, and administrative skills.
Client service and follow-up skills with keen attention to detail.
Excellent computer literacy and knowledge of specialized office programs, including proficiency in Microsoft Office, specifically Excel and Word.
Ability and passion for learning quickly, with a strong work ethic in an evolving environment.
Ability to work effectively both on a team and independently.
Personal integrity and ability to handle confidential data discreetly.
Basic math competency.
Excellent communication, interpersonal, client service, and hospitality skills.
Ability to maintain a professional demeanor in a professional service-oriented environment.
Comfort working in a fast-paced environment requiring flexibility and responsiveness.

Nice To Haves

Bachelor’s degree in a business-related field preferred.
Minimum of two years’ prior experience in an administrative support, customer service, or human resources role in a financial, investment, banking, or accounting company strongly preferred.

Responsibilities

Answer multiple-line telephone calls promptly and professionally.
Greet and direct guests in a warm, welcoming manner.
Manage the booking and preparation of shared conference rooms, including setup, presentations, and coffee station maintenance.
Coordinate office services, including copiers, postage machines, phones, and building management.
Order and maintain office and kitchen supplies.
Provide administrative services such as copying, scanning, and typing.
Anticipate team members’ needs and provide support.
Communicate with property management and vendors to help ensure office space is maintained attractively.
Transcribe or compose routine correspondence and emails accurately and in keeping with business standards.
Provide administrative support and perform other duties as assigned.
Approach work, interactions, and relationships consistently with the company’s Core Values.
Follow Human Resources guidelines, Compliance policies, professional designation standards, and industry regulatory standards to mitigate company risk.