Administrative Assistant & Client Concierge​/Event Coordinator

Administrative Assistant & Client Concierge/Event Coordinator

1 day ago Be among the first 25 applicants

Administrative Assistant & Client Concierge/Event Coordinator

• Answer phones, transfer to the correct individual or voicemail box. Take accurate messages.
• Open all incoming mail & distribute accordingly. Scan appropriate pieces and give to Senior Office Manager for review.
• Oversee office mailings – regular weekly mail & special projects, maintain UPS/USPS Logs.
• Update & maintain the telephone system, change the clock, change messages.
• Prepare client cards for signing & mailing.
• Send & log client and advisor activity in client relationship management software when appropriate.
• Verbally engage clients upon their arrival. “What’s new” conversation.
• Greet and get drinks for incoming clients.
• Prepare / present Client Data Sheet for client review upon client arriving to office.
• Request documents to copy, if applicable. (License, paperwork brought to appointments)
• Get lunch order from clients, call in order to restaurant, pick orders up, if necessary.
• Set table and plate food for in‑office client lunches and meetings.
• Clean up after meetings, dishes to dishwasher.
• Schedule appointments for client’s next meetings with advisors.
• Make appointment reminder calls to clients.
• Send weekly emails to clients with upcoming appointment information.
• Email client education newsletters and workshop invitations.
• Schedule venues, gather menu information and coordinate all details for various client events/workshops.
• Develop themes for client events.
• Develop event invitations and notifications of events.
• Organize and develop reports regarding event participation and success for advisors and Senior Office Manager.
• Prepare and present reports to management on a weekly basis regarding firm events and progress.

• Copy or scan documents, applications as needed.
• Make copies of plan documents & client statements.
• Enter prospect/new clients/vendor information in client relationship management software as needed.
• Assist with client account paperwork processing.
• Assist with creating file folds for all new accounts. (labels, sticker coding)
• Assist with generating reports regarding client account activity.

• Miscellaneous scanning of documents, as needed.
• Pickup lobby area, fill candy dishes, supplies (pens, highlighters & chap stick).
• Monitor and submit orders to Senior Office Manager for office supplies (Stamps, paper, coffee, candy).

Entry level

Part‑time

Administrative

Grand Rapids, MI $60,000.00–$75,000.00 1 month ago