Senior Administrator - New York - Aspiriant

Description

Senior Administrator

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.

Benefits include a collaborative work environment where together we achieve more, an environment supportive of learning and growing your career, a continuing education assistance program, 401(k) with company match, a bonus program, company contribution up to 95% for health insurance, and a hybrid work arrangement.

How you will contribute:

Client Experience:

• 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.

Total Wealth Management Team:

• 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

Office Management and support:

• 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

Is this you?

An ideal candidate will be motivated by our mission to empower families to take control of their financial lives, live their values with clarity and peace of mind, and actualize their dreams. We seek out a wide range of talented team members who share our values and vision. We value intellectual intensity, collaboration, and compassion. A strategic partner once compared us to "a cocker spaniel." We like the comparison. Our relationships with clients are professional first and foremost, they are also warm, passionate and genuine.

The attributes and talents that lead to success in the role are:

Knowledge:

• Proficiency with all Microsoft Office applications (Outlook, Word, Excel, Power Point) as well as Adobe Acrobat

Skills:

• 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

Abilities:

• 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

Experience and Education:

We will consider any combination of experience and education which provides the necessary knowledge, skills, and abilities to perform the job. A typical way to acquire the requirements would be:

• 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
• Excellent personal and professional references

Physical Demands and Work Environment:

Primarily sedentary work in an office with minimal distractions; walking throughout the office. Learn and memorize tasks; execute tasks independently; apply knowledge and use judgment to manage situations. Occasionally exert up to ten pounds of force to lift, carry, push, pull or otherwise move objects. Perform repetitive motions; substantial movements of the wrists, hands, and fingers for computer keyboard operation. Use near visual acuity to perform an activity such as preparing documents, operating a computer, and reading. Speak and hear to communicate with team members and clients by phone and in-person.

Aspiriant is committed to diversity, inclusion and belonging. A diverse and inclusive culture is essential to providing the best to both our clients and our people. Including a variety of perspectives in all that we do is necessary for our innovation and growth. We envision a firm where our people see a community they belong to and an inspiring futurea firm where people can be themselves, learning is limitless, and everyone can thrive.

As an Equal Opportunity Employer that believes in and follows Fair Chance Ordinances, we are committed to employment practices that ensure that employees and applicants for employment are provided with equal opportunities without regard to race, color, national origin, ancestry, sex, age, religion, physical or mental disability, medical condition, veteran status, marital status, pregnancy, sexual orientation, gender identity, genetic information, or any other factor that is not related to the position.