Senior Administrator

ASPIRIANT LLC•New York, NY

7h•Hybrid

About The Position

The Senior Administrator is accountable for all office activities, office management functions, and assistance. These duties include; greeting clients and guests, answering phones, contacting clients to schedule and confirm appointments, provide assistance to Client Service teams, ordering office and kitchen supplies, and various general office management tasks. This position is 32 hours per week, Monday - Thursday, 6 hours a day. This role will be eligible for benefits. We are Aspiriant, a leading, independent, 100% employee-owned wealth management firm. Our core values guide us to seek out a broad range of perspectives, talent, and backgrounds to achieve our mission; one where all staff contribute to and share our success. We recognize, respect and value the contributions of each employee, and we strive to cultivate a work environment that strikes an agreeable balance between our professional and personal lives.

Requirements

Proficiency with all Microsoft Office applications (Outlook, Word, Excel, Power Point) as well as Adobe Acrobat
Excellent organizational skills: meticulous with a high degree of accuracy, ability to follow detailed instruction and follow-through
Strong written and verbal communication skills
A teammate who will thrive in a small company environment
Service oriented, and enjoy assisting others
Possesses the natural confidence and presence to represent Aspiriant to the public; ability to easily relate to, and communicate with, clients, external constituents, and staff of all levels in the firm
Ability to multi-task, set priorities among a variety of tasks and an occasionally heavy volume of work and fast pace
A proactive self-starter who takes initiative and takes ownership of his/her work
Impeccable ability to maintain confidentiality
Minimum four years’ experience in an office management assistance role in a professional services environment. Experience in a financial service and/or investment management firm is a plus
Some college education, bachelor’s degree preferred

Responsibilities

In coordination with Client Service teams, contact clients to schedule and confirm client meetings; send calendar invites to client service team using Outlook.
Set up Zoom conference calls with clients and run a test call if requested by client.
Order and set-up lunch for internal client meetings when requested.
Greet all clients and guests professionally, direct them to the assigned conference room, offer and provide refreshments and inform Client Service team that the client/guest has arrived.
Enhance our reputation and maintain high level relationships with clients – order gifts and send cards, when requested.
Make meal reservations and meeting arrangements with various local restaurants and hotels; communicate this information to staff members and/or clients.
Provide assistance to Client Service teams as it relates to client activity and deliverables using Salesforce.
Assist with copying, scanning, and binding presentation materials and interim reports for client meetings.
Schedule internal team meetings
Assist in preparing PowerPoint presentations and communication for internal and external meetings
Prepare and submit expense reimbursement requests
Make travel and meal arrangements,
Assist with coordinating events
Be the first point of contact for all technology issues related to meeting rooms and troubleshooting problems and/or contact IT.
Oversee all matters relating to internal meetings and visitors to the office. This includes assigning workspaces for staff visiting from other offices, ensuring that conference rooms are reserved correctly, and that conference calls and video conference meetings are initiated.
Order and replenish all office supplies; order kitchen products; and order all lunches or catering services for in-house meals and meetings.
Ensure the kitchen and supply back stock is well organized.
Communicate with various vendors regarding office issues and needs; the first point of contact with building management regarding facilities needs in the suite.
Accountable for the cleanliness of the conference room after each meeting. Clean and tidy the kitchen at the end of the day.
Process incoming and outgoing mail.
Scan statements to client folders, and forward to Client Service Operations for reconciling.
Answer main phone line and direct callers
Ad hoc assistance as needed