Administrative Assistant

Overview

Brief Description The Administrative Assistant supports daily office operations and administrative functions for Cochener Garvey Capital Partners. This role plays a key part in supporting our office operations, including meetings and events coordination, travel and logistics for quarterly Board of Directors meetings, and assisting with HR, Payroll and Accounting tasks. The ideal candidate is highly organized, detail-oriented, and brings strong interpersonal and communication skills to work effectively with leaders, board members, staff, and external partners.

This role offers approximately 20 hours per week. Office hours may be flexible.

• Monitor and distribute incoming daily mail for the building.
• Prepare and process daily check deposits by logging and depositing checks remotely for CPI and affiliated entities.
• Order office supplies and coordinate equipment maintenance.
• Coordinate comprehensive travel arrangements for quarterly Board of Directors meetings, including airfare, hotel accommodations, ground transportation, itineraries, and activities. Serve as a primary point of contact for board members to ensure a smooth and professional travel experience.
• Provide support for Corporate Governance & Records. Prepare annual officer and director election materials, distribute documents for execution, and track completion. Maintain and update corporate governance records, written consents and meeting minutes related to routine corporate actions, i.e. financing transactions, dividend approvals. Coordinate document execution and maintain organized, accurate corporate records.
• Provide administrative support for the HR and Payroll team in coordinating office events. Schedules meeting spaces, catering, activities and event logistics. Creates and distributes email communications, printed materials, and communicates with external vendors and partners. Arranges travel and transportation as needed (minimal). Assists with event set-up and clean-up.
• Track wellness reimbursements.
• Follow-up with new hires regarding outstanding onboarding paperwork
• Organize and lead the annual United Way campaign for the building, including planning (beginning in September), coordinating with the United Way director, managing communications, collecting and tallying pledges, coordinating foundation matching, and communicating results.
• Scan, organize, and maintain Foundation charity receipts for the tax dept.
• Perform additional administrative and accounting tasks assigned.

• High school diploma or equivalent required; associate degree or additional administrative training preferred.
• 2+ years of experience in an administrative, office support, or coordinator role, with experience coordinating executive-level travel strongly preferred.
• Demonstrated ability to coordinate detailed travel arrangements, including flights, lodging, transportation, itineraries, and schedule changes.
• Strong interpersonal skills with the ability to communicate professionally and confidently with Board members, senior leadership, staff, and external vendors.
• Excellent written and verbal communication skills, including clear, timely follow-up and attention to detail.
• Proficiency with Microsoft Office (Outlook, Word, Excel) and general office technology.
• High level of discretion and professionalism when handling sensitive or confidential information.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Ability to work independently while collaborating effectively within a team-oriented environment.
• Flexible, service-oriented mindset with a willingness to assist across administrative, event, and office support functions as needed.

CGCPI is committed to providing equal opportunity in employment for all people without regard to the following: race, color, religion, age, gender, sexual orientation, marital status, gender identity, national origin, physical or mental disability, service in the military, or any other attribute or characteristic protected by law.