Executive Assistant

Brown Investment Advisory & Trust•San Francisco, CA

18d•Onsite

About The Position

Brown Advisory is currently seeking a customer service oriented individual to fill a need for an Executive Assistant in our San Francisco office. This role is diverse, with responsibilities that include reception coverage, executive support, processing mail, vendor and inventory management, assistance with food service, and events. This is a full-time on-site position.

Requirements

3+ years administrative support experience
Ability to provide excellent client service
Illustrates tact, discretion and good judgement when handling sensitive and confidential information
Knowledge of MS Word, Excel and Outlook
Superior written and oral communication skills
Ability to set goals and meet deadlines
Professional demeanor
Highly organized and detail oriented
Ability to work in San Francisco office location
Applicants must be authorized to work in the United States without the need for current or future employer-sponsored work authorization (e.g., H-1B , O-1, F-1 (OPT), TN, or any other non-immigrant visa classifications that require employer support or sponsorship).

Nice To Haves

Bachelor's degree preferred
Some evening event coverage required

Responsibilities

Coordinate communications, including taking calls, responding to e-mails and interfacing with vendors, clients and other firm leaders
Proactively assist and anticipate the needs of the Office Head
Prepare internal and external corporate documents for team members
Maintain calendar for Office Head, schedule meetings and appointments, manage travel itineraries, and submit expense reports
Prepare meeting rooms, establish conference calls, and prepare technology for presentations
Maintain contact data, campaigns and dashboards in Salesforce CRM - add meeting activity, sales opportunities, and event information
Assist broader team as needed
Operate a multi-line switchboard and transfer calls
Maintain proper appearance of reception and entry way
Greet clients and guests as they arrive; contact employee(s) for arrival
Process and distribute incoming mail on daily basis in line with firm procedures
Manage incoming and outgoing packages
Manage office supply inventory, purchasing and vendor escalation
Receive all incoming mail, deliveries and communicate scheduling with couriers
Schedule and assist with setup of conference rooms before/after meetings
Manage food service inventory
Develop and maintain vendor relationships
Create menus and place catering orders
Keep shared colleague space/kitchens well stocked, cleaned, and organized
Coordinate internal and external events