Administrative Assistant

Overview

CAPTRUST is seeking an Administrative Assistant who will provide general office support with a variety of activities and related tasks. Excellent communication skills and the ability to develop positive, ongoing relationships with clients and colleagues are a must. This person must be detail oriented, well organized, able to efficiently multi‑task, and have strong prioritization skills.

• 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

Minimum Qualifications:

• Minimum of 2 years of relevant experience and/or training, or equivalent combination of education and experience
• Excellent written and verbal communication skills
• Proficient in Concur and SharePoint preferred, but not required
• Proficient in MS Office (Word, Excel, Outlook, Power Point)

Desired Qualifications/

Skills:

• College degree preferred
• 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

• 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)

5005 LBJ Freeway #1313 | Dallas, TX 75244

Due to the nature of the role, this is not a remote or work from home position.

At CAPTRUST, we are committed to building and maintaining a diverse workforce and inclusive work environment where ALL colleagues feel authentically seen, respected, and supported.

It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation because of sex (including pregnancy, childbirth, or other related medical conditions), gender, race (including hair texture or hairstyles associated with race), religion, color, national origin, ancestry, physical or mental disability, genetic information, age, sexual orientation, gender identity, gender expression, protected veteran status, uniformed service, or any other status protected by federal, state, or local laws.