Job Description
Our client, an Investment firm, is looking to hire an Administrative Receptionist/Office Admin to provide support to their growing team, in their Boston office. In this role you will be responsible for the Boston office administration and will work closely with the Operations Team to provide support for the Investment Banking Department. You will be working on an array of tasks across a range of administrative functions and other operations initiatives. In this fast-paced role, projects will vary throughout the week, and often throughout the day. You will have the opportunity to explore various administrative and other operational avenues and learn new software, laying the groundwork for solid experience in financial services operations. This is a growing firm and the candidate must have also have a team-player mentality and excellent interpersonal skills.
RESPONSIBILITIES: - Front desk reception, including: friendly and courteous greetings to visitors and staff, answer incoming company telephone calls, transferring of calls to appropriate parties, taking messages as needed or troubleshooting calls professionally and appropriately
- Meet and greet visitors in a professional business-like manner
- Coordinate in-office meetings, greeting and assisting clients and ordering/serving catering as needed
- Assist with office tasks such as sorting, scanning, copying, emailing, filing, preparing reports and organization of documents
- Receive, open, and distribute all mail
- Manage inventory of supplies and collateral and place orders accordingly
- Maintain day-to-day vendor relationships (i.e. building management, copier, etc.)
- Assist upper management with travel, scheduling and expense reporting
- Support and collaborate with other administrative professionals and assist Management and Staff with administrative/operational tasks as requested
- Ensure the office is presentable at all times
- In many cases, you may be asked to handle sensitive or confidential information - In this case, you must exercise confidentiality, restraint and tact.
- Maintain systems that enable the firm to operate efficiently (i.e. data entry, updates to internal systems, lead tracking in our customer relationship management (CRM) tool)
- Assist teams in assembling pitchbooks and gathering collateral
- Provide conference and event support, including planning, managing invitation lists and RSVPs, shipping marketing materials, event set up and breakdown, etc.
REQUIREMENTS: - Bachelor’s degree preferred
- Proficiency in Microsoft Word, Excel, Outlook and PowerPoint required
- Working knowledge of Salesforce.com is a plus
- Excellent interpersonal, verbal and written communication skills
- Detail-oriented and well organized
- Enthusiastic, self-motivated personality
- Ability to toggle between a fast-paced environment and a quiet, project-focused setting
- Ability to work in a team environment and to independently manage multiple projects
- Ability to complete administrative tasks with accuracy and meet required deadlines
- Ability to follow instructions and remain committed to working until task/goal is completed
- Ability to problem solve and propose solutions
- Ability to adapt to frequent changes, unexpected events and to manage competing demands
- Willingness to learn the middle market investment banking industry
- Ability to quickly learn in-house database and systems applications
- Ability to travel as may be required (5%)
- Reliable attendance and punctuality is critical to successful performance in this role
SALARY: $46-55K base (DOE) + discretionary bonus + benefits
HOURS: 8:30am-5:30pm + flexibility for OT as needed
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