Associate II - Administration

Wintrust Financial Corporation•Chicago, IL

2d•$50,000 - $70,000•Hybrid

About The Position

Wintrust Wealth Management serves the financial needs of private clients, including high net worth individuals, business owners, and institutions. Since our founding in 1931, we have been helping clients meet their increasingly complex financial goals with the highest standards of service and integrity. Through our four companies, Wintrust Investments LLC, Wintrust Private Trust., Great Lakes Advisors LLC, and The Chicago Deferred Exchange Company LLC, we offer comprehensive wealth management solutions, including investment, trust, and asset management services. Wintrust Wealth Management is a division of Wintrust, a financial services company with more than $66 billion in assets. Why join us? An award-winning culture! We are rated a Top Workplace by the Chicago Tribune (past 11 years) and Employee Recommended award by the Globe & Mail (past 6 years) Competitive pay and discretionary or incentive bonus eligible Comprehensive benefit package including medical, dental, vision, life, a 401k plan with a generous company match and tuition reimbursement to name a few Family-friendly work hours With 175+ community bank locations, we offer opportunities to grow and develop in your career Promote from within culture Why join this team? We have a culture that encourages an entrepreneurial spirit We offer multiple opportunities for development and upward mobility What you’ll do: The Associate II - Administration role assists with new employee onboarding process to ensure a positive experience for all new employees. Point person for employee questions and training on firm systems (Teams, Workday, Egencia, Salesforce, Seismic, etc.) GLA SharePoint site updating and administration Develop and maintain Firm Administration departmental training guides Manage event tickets, attendees, donations/sponsorship requests, and advertisement requests Assist with the preparation of client and prospect marketing materials including printing, binding, and shipping as needed Support Marketing and Sales Enablement team to update content in Seismic as needed Work with Admin or Marketing team to update content/collateral/make customizations based on feedback from sales teams Coordinate logistics of client and prospect meetings as requested Maintenance of Salesforce CRM including pipeline tracking, new/terminated accounts, sales team activities, creating reports and dashboards, data auditing and updates Assist in coordinating internal workflows across sales, marketing, and client service Optimize internal sales processes, communication, and resources to enable the team to reach their goals. Coordinate conference participation for sales teams and attending as needed Assist MD with any firm administration related projects Assist with planning annual parties (holiday and summer) Oversee office management for Chicago office, coordinating with WWM Office Management and counterparts at Tampa and Stamford offices Inventory and order office supplies, giveaways, pantry items Assist with Accounts Payable process – create check requests, allocate and submit invoices, work with vendors and WT AP to obtain and log all appropriate paperwork, facilitate payment questions with employees and vendors Maintain logs for all expenses related to conferences sponsorships, and donations Complete expense reports for C-level executives Review and analysis for audit requests (i.e. LM-10). Provide administrative support to distribution teams as needed including management of calendars, travel arrangements, and expense reporting for sales team Maintain contacts and calendars for C level executives daily by planning and scheduling in person and virtual meetings. Anticipate calendar changes by checking their future calendars and looking for conflicts. Book travel for C level executives as needed Manage firm event attendance, sponsorship requests, attendee lists, and attending events as firm representative as needed Maintain CEO files with signed contracts and agreements Assist CEO and MD with special projects Assist with Chicago office management responsibilities including coordination with WWM office management

Requirements

3-5 years of relevant experience
Bachelor’s Degree required
High proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Exceptional organizational skills with the ability to prioritize and manage multiple deadlines
A self-motivated employee and an effective team player
Exceptional verbal and written communication skills with strong attention to detail

Nice To Haves

Experience with Salesforce or similar CRM preferred

Responsibilities

Assists with new employee onboarding process to ensure a positive experience for all new employees.
Point person for employee questions and training on firm systems (Teams, Workday, Egencia, Salesforce, Seismic, etc.)
GLA SharePoint site updating and administration
Develop and maintain Firm Administration departmental training guides
Manage event tickets, attendees, donations/sponsorship requests, and advertisement requests
Assist with the preparation of client and prospect marketing materials including printing, binding, and shipping as needed
Support Marketing and Sales Enablement team to update content in Seismic as needed
Work with Admin or Marketing team to update content/collateral/make customizations based on feedback from sales teams
Coordinate logistics of client and prospect meetings as requested
Maintenance of Salesforce CRM including pipeline tracking, new/terminated accounts, sales team activities, creating reports and dashboards, data auditing and updates
Assist in coordinating internal workflows across sales, marketing, and client service
Optimize internal sales processes, communication, and resources to enable the team to reach their goals.
Coordinate conference participation for sales teams and attending as needed
Assist MD with any firm administration related projects
Assist with planning annual parties (holiday and summer)
Oversee office management for Chicago office, coordinating with WWM Office Management and counterparts at Tampa and Stamford offices
Inventory and order office supplies, giveaways, pantry items
Assist with Accounts Payable process – create check requests, allocate and submit invoices, work with vendors and WT AP to obtain and log all appropriate paperwork, facilitate payment questions with employees and vendors
Maintain logs for all expenses related to conferences sponsorships, and donations
Complete expense reports for C-level executives
Review and analysis for audit requests (i.e. LM-10).
Provide administrative support to distribution teams as needed including management of calendars, travel arrangements, and expense reporting for sales team
Maintain contacts and calendars for C level executives daily by planning and scheduling in person and virtual meetings.
Anticipate calendar changes by checking their future calendars and looking for conflicts.
Book travel for C level executives as needed
Manage firm event attendance, sponsorship requests, attendee lists, and attending events as firm representative as needed
Maintain CEO files with signed contracts and agreements
Assist CEO and MD with special projects
Assist with Chicago office management responsibilities including coordination with WWM office management