Administrative Assistant (Part-Time)

Rockefeller Capital Management•Boca Raton, FL

About The Position

Rockefeller Global Family Office is seeking a motivated individual to join a Private Advisor team as an Part-Time Administrative Assistant. The Administrative Assistant will work with all members of the team and will interact directly with high-net-worth clients on an everyday basis to ensure a positive and satisfying client experience. The ideal candidate is one that is thorough in their work, operates with a high attention to detail, has strong communication, organization, time management and problem-solving skills, and is driven to develop and grow in their role.

Requirements

High School diploma required
Previous work experience in a similar role as an Administrative Assistant is required, minimum of 3 years
Excellent interpersonal and communication skills to interact with external clients and multiple levels of staff and management.
Detail-oriented and resourceful with excellent organizational and project-management skills.
Exceptional ability to multitask with a strong sense of urgency and prioritize competing deadlines
Strong verbal and written communication skills
Experience scheduling & travel logistics through Concur
High proficiency in Microsoft Office – Outlook, Word, Excel and Power Point

Nice To Haves

bachelor’s degree a plus
Bilingual (Spanish/English) strongly preferred
General knowledge base of basic finance and investment principals is a plus

Responsibilities

Manage all aspects of calendars and phone lines by planning and scheduling meetings, conferences, teleconferences, and travel
Responsible for interacting with clients on an everyday basis by answering phones, e-mails and coordinating face-to-face meetings in the utmost respectful and professional manner
Welcome guests and new hires into the office and answering/directing inquiries as needed
Site management including space allocation and reporting, preparing for new hires, site supplies, and point of contact for onsite issues management
Work with supporting staff to print and prepare client presentations, marketing collateral and other important materials for client-related meetings
Prepare monthly budgeting summaries using eMoney
Assist with organizing client-facing materials for internal team review and client meetings
Responsible for submitting the team’s monthly Travel and Expense report via Concur
Create, maintain, and archive documents in an organized filing system
Compile contact database to ensure contacts are accurate and up to date
Support the team with ongoing updates to client financial plans
Handle sensitive client data with a high level of accuracy, discretion, and attention to detail
Provide language support for Spanish-speaking clients and families