Office Coordinator – Financial Services

Summary

Asset management firm is seeking an Office Coordinator to join their firm. Will work in tandem with other administrative professionals on the team. Will manage busy calendars for several team members. Complex planning and scheduling of meetings and appointments. Work closely with core administrative group who support the other executive team members. Communicate between internal and external groups to schedule & calendar meetings. Provide administrative support including but not limited to internal meeting preparation, maintaining updated contact information, filing, scanning, photocopying, and shipping. Assist with execution of monthly office meetings (Earnings Calls, Town Hall Meetings) including dissemination of calendar planners, TEAMS/Zoom logistics and research. Assist with internal/external “in-person” meetings when appropriate. Assist with Board logistics including calendaring, communications with Directors, material prep/dissemination. Reconcile monthly expenses and prepare expense reports using Concur platform. Manage ad hoc projects and conduct associated research as needed. Arrange travel (domestic and international) for executive team members including itineraries, car arrangements, air & hotel when managers return to travel.

Qualifications

BA/BS required. Ideal candidate will have 2 years’ in an administrative support role out of a corporate environment. Must be highly professional with a positive attitude and stellar verbal and written communication skills. Must be a self-starter who can anticipate the needs of the firm and internal teams. Must be willing to roll up sleeves and take on various projects with a ‘can-do’ attitude. Must be flexible for change because the role may change over time.

 

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