Executive Assistant/ Office Manager

Bessemer Trust•San Diego, CA

1d•$75,000 - $100,000•Hybrid

About The Position

The Bessemer Trust office is looking for an Executive Assistant/Office Manager to join their team. This is a hybrid role where the individual will be responsible for supporting the Head of the Office (Regional Director) as well as the Client Advisors and Wealth Advisors, collaborating with our HQ Corporate Real Estate Team ensuring the office operates smoothly and collaborating with our Marketing team to coordinate local conferences and events.

Requirements

Bachelor’s degree and a minimum of 2-5 years of prior experience as an Office Manager and/or Administrative or Executive Assistant
Adaptable and versatile skill set
Outstanding phone skills
Experience with Salesforce and Microsoft Office suite (Word, Excel, PowerPoint, Outlook)
Strong attention to detail
Ability to quickly grasp systems/technologies used at Bessemer
Excellent organizational skills, including the ability to handle multiple tasks simultaneously
Thoughtful interpersonal skills and comfort working within a team
Interest/experience in financial services
Good working knowledge of office technology (PCs, printers, fax and copy machines, etc.)
Exceptional oral and written communication skills

Responsibilities

Manage calendars effectively
Handle travel arrangements
Prepare timely and thorough expense reports
Screen incoming communications and route for follow-up
Communicate effectively with both internal and external contacts including significant prospect and client relationships
Proof standard correspondence
Maintain client confidentiality and information security
Handle mailings and maintain contacts through Salesforce
Organize meetings, luncheons and interviews as needed
Establish effective working relationships with colleagues and external contacts and may be asked to provide flexible support to other Managers
Act as receptionist for the office
Partner with the Marketing team, Investment team and Senior Management to plan and run regional events
Assemble marketing presentation materials and maintain the marketing materials supply room
Work with presenters to ensure the presentation materials and handouts are available on time and any audio-visual requirements are satisfied
Attend and manage regional events on site as appropriate
Develop post-event communication plan for each event
Provide suggestions and problem-solving during the execution of the event
Liaise with HQ’s HR, IT and CRE Team
Maintain working relationship with property management for day-to-day operations reporting and resolving issues, respond and provide on-site support for after-hour emergencies when needed (i.e. building shutdowns)
Access card administration, maintain life/safety protocols, support renovation projects
Vendor management – contracts, maintenance, cleaning, supplies, includes ordering supplies to ensure the office is well stocked
Hands-on approach to ensure office is always presentable, with a focus on client facing spaces

Benefits

Eligible employees may participate in a 401(k) program with a generous profit-sharing contribution, medical, prescription dental, and vision coverage; life insurance; disability coverage; paid holidays; vacation; and sick time, subject to plan terms and Company policies.
Competitive base salary plus discretionary annual bonus for select positions
A 401(k) plan with a generous annual profit-sharing contribution
Personalized development and career opportunities, including tuition reimbursement support
Comprehensive medical, dental, and vision plans with zero contributions for employee coverage
Employee assistance (EAP) and wellness programs
Hybrid work environment: 60% in office, 40% remote for most positions
Paid time off and paid parental leave
Employer-paid life insurance and short- and long-term disability coverage
Legal services and financial wellness plans at no cost to employees