Office Administration & Assistant

Guggenheim Investments•New York, NY

1d•$85,000•Onsite

About The Position

Guggenheim Investments is seeking an Office Administration & Assistant to join the Client Service team. This person will be supporting two Senior Client Service Executives and will be managing calendars, travel booking, expense processing, phone support, and projects as requested. This role is based in New York City, full-time.

Requirements

2+ years of administrative or client-facing support experience, preferably in financial services
Meticulous attention to detail and strong organizational skills
Self-starter with the ability to anticipate needs and take initiative
Client-service-oriented personality with a professional and welcoming demeanor
Ability to manage multiple priorities and deadlines simultaneously
Strong written and verbal communication skills
Proficiency in Salesforce (or other CRM), Excel, Word, PowerPoint, and Outlook

Nice To Haves

Experience supporting senior executives in asset management or financial services
Experience planning and coordinating client meetings or events
Familiarity with conference and guest space logistics

Responsibilities

Provide administrative support to two Senior Client Service Executives including calendar management, travel booking, expense processing, phone support, and projects as requested
Manage and maintain Salesforce contact records, ensuring accuracy and completeness
Manage mailing lists and distribution groups across client and internal communications
Track and manage specific projects as assigned, ensuring milestones and deadlines are met
Save and organize industry reports and client materials to shared drives
Complete special projects for the client service support team as needed
Take the lead on planning approximately 24 highly bespoke client meetings per quarter, each with very specific and unique requirements
Coordinate all logistics for onsite and offsite client service meetings and events, including venue, materials, technology, and participant requirements
Manage multiple conference room and guest space calendars, requiring detail-oriented correspondence with meeting organizers and other administrative staff
Manage guest registration and related analysis as needed
Order, prepare, and clean up catering as necessary for client meetings
Provide administrative support to guests during visits
Order, track, and confirm receipt of messenger services and other mailings