Salary: $65-70K Status: Direct Hire Start: ASAP Location: San Francisco, CA
To perform a wide variety of administrative functions to an assigned group, which may include Investment Directors, Investment Associates, and department staff. In addition, a Senior Administrative Assistant will take on highlevel duties such as conducting research, creating materials, preparing correspondence, and special projects. The Senior Administrative Assistant will respond to information requests, exhibit excellent judgement, think outside the box, and consistently seek to contribute to those he/she supports, our clients, and the firm at large by assuming greater responsibilities. The Senior Administrative Assistant may also mentor staff and take on leadership roles.
Works closely and effectively with Investment Directors to keep them well informed of commitments and responsibilities, informing them of conflicts, and following up proactively.
Extensive calendar management: schedule many internal and external meetings involving heavy coordination with internal staff.
Make complex and detailed travel arrangements using travel agency and Concur (online travel booking tool).
Manage multipletasks with a high degree of efficiency and discretion.
Support marketing efforts and researching backgrounds and bios when needed.
Provide administrative support to several Investment Directors and management staff:
Schedule conference rooms and arrange client meetings that often involve catering.
Schedule manager meetings involving coordination with meeting planners.
Ensure that technology is appropriate and functional for meetings, conference calls, and video conferences.
Prepare timesheets, expense reports, and Amex statements.
Print exhibits, manager comments, manager quarterly letters, and factsheets.
Maintain Client Contacts and Marketing Lists in CA Dynamics.
Input notes into CRM program and pull information for meeting prep.
Maintain and edit staffing reports.
Research information via CA Home and Internet.
Communicate and ensure the Firm’s standards for formatting are applied to all correspondence, presentations, and materials.
Prepare materials for yearly conferences and speaking engagements.
Create and maintain files.
Type, revise, edit, and proofread various documents and prepare materials for client books.
Perform related clerical tasks such as photocopying, faxing, scanning, printing, mailing, and sorting mail.
Create mailing labels.
Answer/screen calls and interact with clients to assist with requests.
Provide administrative assistance to Investment Associates as needed.
Assist with overflow work from Administrative team.
Place online food/catering orders and catering/meal setup.
Provide coverage for Investment Directors and management staff during Administrative team member absences.
Works closely with Administrative/Office Manager to mentor and train team members.
May perform special projects and assume certain responsibilities as assigned by the Administrative/Office Manager or Practice Management Teams.
Coverage of reception area in the absence of the fulltime receptionist and/or backup receptionist, including breaks and vacation time.
Responsible for professional handling of all incoming calls and directing calls to the appropriate staff members.
Cordial greeting of visitors.
Maintain and schedule conference rooms.