Administrative Associate

Overview

WHO are we looking for?

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, calendaring, and confirming tasks, activities, and appointments
• Prepare conference rooms for meetings, clean conference rooms after meetings
• Maintain orderly and clean lobby, front desk, conference rooms, and breakroom
• Provide general office support including copying, faxing, filing, office errands, 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
• Assisting with hospitality support and administrative team coverage when needed
• Providing backup support to the mailroom
• Supporting administrative professionals with headquarters office needs as assigned
• Special projects as assigned

Minimum Qualifications:

• College degree preferred, or a minimum of 2 years of relevant experience working with C-suite personnel and/or training, or equivalent combination of education and experience
• Excellent written and verbal communication skills
• Proficient computer skills, including Microsoft Office Suite
• Proficient in Concur and SharePoint preferred, but not required
• Proficient in MS Office (Word, Excel, Outlook, Power Point)

Desired Qualifications/

Skills:

• 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, big or small
• 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…