Receptionist/Client Service Assistant

Meketa Investment Group•Portland, OR

10d•Onsite

About The Position

The Receptionist/Client Service Assistant performs front-office reception and administrative support duties in Meketa Investment Group’s Portland office. The role answers and screens calls, greets visitors, prepares meeting facilities, handles mail, arranges conference and video calls, monitors the company calendar, and maintains contacts and calendars in the company’s CRM. It also supports investment, systems, and operations staff through word processing, report production, correspondence, file maintenance, and coordination of client reporting deadlines. The position reports to the Administrative Manager. Success is measured by professional telephone interactions; the accuracy and timeliness of messages, reports, and correspondence; responsiveness to support requests; improvements in work quality and efficiency; and satisfaction among employees, clients, and guests who use the receptionist’s services.

Requirements

Strong interpersonal and organizational skills.
Professional telephone and email etiquette and ability to interact with visitors.
Accuracy and excellent attention to detail when taking messages.
Ability to prioritize tasks and manage multiple concurrent deadlines.
Ability to work well with employees from other departments and offices.
Outgoing personality and can-do attitude.
Flexible work style and ability to adapt to changing priorities and needs.
Expertise with the entire Microsoft Office software suite.
At least two years of administrative experience in a corporate setting, or an equivalent combination of experience and knowledge.

Nice To Haves

Four-year degree preferred.
Advanced knowledge of Microsoft Word, Excel, and PowerPoint formatting preferred.

Responsibilities

Answer and screen telephone calls professionally and courteously.
Greet visitors and escort them to the appropriate area.
Sort incoming mail for distribution.
Prepare facilities for in-house meetings, including refreshments when needed and conference-room setup and cleanup.
Arrange conference and video calls and review and monitor the company calendar.
Prepare client-ready reports and correspondence, including editing, printing, binding, and distributing client quarterly reviews.
Maintain contacts and calendars in the company’s customer relationship management system (CRM).
Provide administrative support to investment, systems, and operations staff.
Manage client-team reporting deadlines to facilitate timely client reporting.
Use appropriate software applications proficiently to maximize company productivity.
Perform other duties deemed necessary by management.