Administrative Associate

We're Hiring:

Administrative Associate

Balentine is seeking a dynamic individual to serve as an Administrative Associate (AA) in Atlanta. The AA role is part of a growing and fast-paced team in our Atlanta headquarters. By providing critical support to Relationship Managers (RMs), this person plays a significant part in the success and well-being of the organization.

The successful candidate must be technologically savvy, proactive, efficient, and able to display a high level of professionalism and confidentiality at all times.

Responsibilities

The ideal candidate will understand that a great attitude and efficiency in technology and task management will be key drivers for success. We expect this person to, with training, perform the following responsibilities:

Client Meeting Coordination and Preparation

• Meet all specified due dates for preparing and proofing materials for regular and ad hoc meetings, including but not limited to the production and binding of account reports and financial planning documentation as requested
• Manage coordination of all internal team meetings by seeking attendee input and circulating meeting materials ahead of meetings
• Communicate with clients and Balentine executives to set up all meetings in the requested timeframe
• Track meeting frequency, attendees, preferences, and materials in Salesforce and provide necessary information to the RMs
• Prepare and restore conference rooms before and after in-house meetings

Executive Support

• Provide complete administrative support for assigned Relationship Managers in Atlanta:
• • Arranging for all internal meetings, coordinating all logistics such as catering and conference room setup and breakdown
  • Coordinating travel needs and blocking off appropriate time on calendars
  • Preparing, printing, and binding any requested meeting materials
  • Storing all materials and notes in accordance with Balentine's cloud-based filing system within Box
  • Complete expense reporting
• Provide task-level project support on an as-needed basis (e.g., mass mailings, binding meeting materials)
• Working closely with the RMs to organize and coordinate any department or client-related events
• Demonstrate in-depth understanding of Balentine technologies by inputting and maintaining correct records in Box and Balentine's client relationship management system, Salesforce
• Work with Balentine's IT team to expedite and resolve any technology problems on behalf of these executives
• Become cross-trained on other administrative support roles and office coordination, such as providing back up to front-line responsibilities:
• • Operate a multi-line telephone console in answering all calls within three rings and routing callers to the appropriate party
  • Greet guests in lobby as they arrive, offer a beverage, and notify employees of their arrival; provide parking validations and any additional information as guests leave
  • Reset conference rooms and lobby area to prepare for incoming guests
  • Distribute and collect mail and packages

Qualifications

• Bachelor's degree
• 2-3 years similar experience
• 1-2 years of experience in a professional services firm ideal
• Proficient knowledge of MS Office Suite, video conferencing technology, and standard office administrative practices and procedures
• Experience with Adobe, Box, Concur and Salesforce a plus

Competencies

While we acknowledge there can be multiple approaches to a job well-done, the below competencies outline some of the characteristics that we expect to contribute to the success of this position.

+ Professional and Courteous

• Ability to maintain uncompromising levels of confidentiality

• Ability to interact with all people in a polite manner and positive attitude

• Ability to have a positive impact on the people around you

+ Emotional Intelligence and Interpersonal Skills

• Ability to read and connect with people and respond accordingly in varying situations

• Ability to recognize own and others' emotions and use them to create positive interactions

+ Organized and Productive

• Ability to structure responsibilities, tasks, and project management to eliminate wasted time and efforts

• Ability to manage multiple projects and competing priorities without missing deadlines

• Ability to…