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CAPTRUST · 6 hours ago

Administrative Assistant

Boston, MA

Full-time

Onsite

Entry Level

$50K/yr - $62K/yr

2+ years exp

CAPTRUST is seeking an Administrative Assistant who will provide general office support with a variety of activities and related tasks. The role requires excellent communication skills, attention to detail, and strong organizational abilities to ensure the smooth operation of the office and support for clients and colleagues.

ConsultingCustomer ServiceFinancial ServicesRetirementWealth Management

Hiring Manager

James Evans

Responsibilities

Greet clients and visitors with courtesy and enthusiasm

Answer a high volume of phone calls with a welcoming and positive demeanor; ensure phone calls are redirected to the appropriate team member

Scan documents for electronic storage; assist with movement of documents into electronic systems (Compliance)

Assist in scheduling, confirming tasks, activities, and appointments

Prepare and clean conference rooms for meetings

Maintain orderly and clean lobby, front desk, conference rooms, and breakroom

Provide general office support including copying, faxing, filing, and creating documents

Work with firm management to maintain sufficient levels of office and janitorial supplies, postage, stationery, and conference room refreshments, re-ordering or purchasing as necessary

Coordinate maintenance of office equipment and equipment supplies

Keep copiers and printers stocked with paper and ink cartridges

Prepare agendas for monthly office team meetings

Manage and maintain processes in the areas of, but not limited to: client birthdays, gifts and entertainment, progress reviews, wholesaler meetings

Type correspondence, reports, and other documents

Process and manage incoming and outgoing communications (telephone, fax, mail, email) following firm’s compliance policies

Prepare and submit expenses in Concur

Main point of contact for other CAPTRUST employees seeking assistance with ensuring the smooth operation of the branch location

Special projects as assigned

Qualification

MS OfficeConcurSharePointWritten communicationVerbal communicationMulti-taskingClient serviceOrganizational skillsTeam player

Required

Excellent written and verbal communication skills

Proficient in MS Office (Word, Excel, Outlook, Power Point)

Impeccable ability to maintain confidentiality and integrity; serve clients with the highest professionalism, and maintain a strong commitment to provide quality service

Prompt and effective follow-up; deadline focused

Energetic, eager to learn, willing to cooperate

Self-motivated with ability to work both independently, and under direction, to create a positive experience for clients, team members, strategic partners, and vendors

Be a model of hard work, timeliness, positive attitude, support of team, and support of the firm's values and mission

Able to manage and get along with diverse personalities

Exceptional organizational skills; ability to multi-task in a dynamic environment

Comfort with being a 'team player' and doing whatever is needed

Must seek training and keep up-to-date on the latest office programs and procedures to maintain the highest level of competency within the workplace

Ability to handle a high volume of tasks with attention to detail and a high degree of accuracy

Possess a high propensity and aptitude for excellent client service

Ability to identify and offer solutions for improvement across the team

Is an example to others by effectively following all firm standards, practices, and procedures

Preferred

College degree preferred, or a minimum of 2 years of relevant experience and/or training, or equivalent combination of education and experience

Proficient in Concur and SharePoint preferred, but not required

Benefits

Company discretionary bonus.

Health, dental, and vision coverage, employer 401(k) plan and company match, health savings accounts, flexible spending accounts, and voluntary supplemental plans subject to plan terms.

Company-paid benefits such as life insurance, short-term disability, and long-term disability, subject to applicable waiting periods.

Paid time off (PTO) or Paid Sick Leave (PSL)