Administrative Coordinator

American Century Investments • Kansas City, MO

15h • Hybrid

About The Position

The role of Administrative Coordinator is to provide administrative support to the Investment Teams. This role reports to the Administrative Manager. This hybrid position will be based out of our Kansas City, MO office. This position is not eligible for visa sponsorship. Applicants must be authorized to work in the U.S. without visa sponsorship, now or in the future.

Requirements

• Bachelor’s degree or an equivalent combination of education and post high school work experience.
• Five or more years of administrative support experience required.
• Highly motivated, self-starter with the ability to determine priorities, plan, organize and follow through on assignments.
• Ability to handle confidential information in a sensitive manner.
• Ability to interact confidently with individuals at all levels of the organization.
• Professional attitude and appearance.
• Accuracy and attention to detail is essential.
• Ability to work independently and as a member of the team.
• Ability to communicate clearly and concisely, both verbally and in written form.
• Ability to work with a variety of computer software, including Windows, Word, Excel, PowerPoint, etc.
• Demonstrated interpersonal, written and verbal communication skills, including grammar, spelling and proofreading abilities.
• Demonstrated telephone skills with the ability to use independent judgment in handling calls.
• Demonstrates the American Century Investments Winning Behaviors: Client Focused, Courageous and Accountable, Collaborative, Curious and Adaptable, Competitively Driven.

Nice To Haves

• Previous experience supporting executive level personnel preferred.

Responsibilities

• Receive and coordinate all incoming requests for Investment Management meetings involving broker/analyst, and management as necessary, create electronic invitations, organize responses and follow up with brokers to accept proposed meetings.
• Maintain master calendar and calendars of each ACIM team member arranging schedules to accommodate multiple meetings. Generate a daily and weekly calendar.
• Administrator of the Company Broker database.
• Greet, direct and coordinate all visitors to the Kansas City Investment Management department across three floors, according to business, service or delivery. Contact appropriate parties to notify them of visitor arrivals. Provide directions to visitors to assigned conference rooms and inquire as to any special assistance required. Offer refreshments to guests.
• Set up and maintain conference rooms throughout the day, preparing each room for the next incoming meeting. At the end of the day, ensure that each room has been restocked with supplies.
• Arrange timely delivery of meals in advance of breakfast/lunch meetings.
• Collaborate closely with SC/NY broker meeting coordinators to ensure optimal meeting outcomes.
• Provide general office support for the Investment Teams.
• Assist in organizing and prioritizing activities for the individuals supported including scheduling Broker conferences and conference calls.
• Respond to telephone and e-mail inquiries.
• Maintain address books and calendars.
• Develop & oversee events, scheduling, meal planning, and all other meeting-related tasks.
• Serve as the liaison between the department and other departments including legal, facilities, cafeteria personnel, mailroom, & security.
• Connect meetings across all locations using various technology systems.
• Maintain quarterly reports summarizing the number of meetings held in our office and at conferences.
• Manage calendar, phone and schedule.
• Maintain appointments, including establishing appointment priorities and gate keeping access. This also includes making travel arrangements, completing travel itineraries and expense reports.
• Play an instrumental role in the coordination, planning, and design of internal department events including manager meetings, department meetings, and other special events. This includes the coordination of senior leader meetings, functions, and events.
• Perform various administrative duties including ordering supplies, maintaining records, prioritizing mail, taking immediate action on important items, and providing telephone and email backup support.
• Provide back-up assistance for Investment Administrative team as needed.

Benefits

• Competitive compensation package with bonus plan
• Generous PTO and competitive benefits
• 401k with 5% company match plus annual performance-based discretionary contribution
• Tuition reimbursement, formal mentorship program, live and online learning

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level