Office Administrator
Bartlett Wealth Management, United States

The Office Administrator plays an important role in ensuring day to day office operations run smoothly and is responsible for performing a variety of tasks to support daily office operations and other business activities. For the right person, there is significant potential for expansion in responsibilities over time, leading to more of an executive support role.

What you’ll be doing:

• Serve as primary backup to the Receptionist and front desk coverage.
• Serve as point person and host for meetings held in-house for outside guests/clients, handling room set up, ordering of food/beverage, and other logistics as needed.
• Serve as point person for internal and external staff meetings, handling all logistics, such as selecting and scheduling room/location, set up and supplies, selection and ordering of food/beverage, assisting with securing travel arrangements for out-of-town staff (hotel, transportation, flights, etc.), restaurant reservations, coordination and booking of activities, etc. Will work in conjunction with in-house committees as appropriate.
• Management of mailroom operations, including processing incoming and outgoing mail, preparing special packages, monitoring business reply mail account, ordering supplies, ensuring postage meter balance is adequate, and handling payments for fees and invoices.
• Management of kitchen, including monitoring inventory of supplies, snacks, and beverages and ordering when needed, daily restocking of items, and maintaining a clean and organized space.
• Management of office supplies, including monitoring inventory and ordering when needed, handling special supplies/equipment requests, and maintaining a clean and organized space.
• Administer client gifting, such as sending flowers/gifts to client for their birthday, funerals, births, marriage, etc., as requested by Advisors and CRAs.
• Administer employee gifting, such as sending flowers/gifts for births, funerals, anniversaries, new hires, etc., as requested by Human Resources.
• Executive team support, including, scheduling meetings, assisting with calendar management, making travel arrangements, preparing itineraries for out-of-town meetings/travel, preparing business-related (non-client) and board/charitable/outside activity related correspondence, etc.
• Provide administrative and clerical support when needed, including assisting with the binding of client meeting materials, monitoring incoming faxes, special projects, etc.

Requirements

What you need:

• Two years of general office experience.
• High School Diploma or equivalent. Some college preferred.
• Computer literate with proficiency in technology solutions, including but not limited to, Microsoft Office Applications.
• Excellent organizational skills.
• Ability to juggle and prioritize multiple tasks and produce accurate results.
• Ability to work independently, to initiate tasks and follow up with minimal direction.
• Keen attention to detail.
• Efficient in English grammar, vocabulary, and punctuation.
• Pleasant disposition and telephone manner.
• Positive attitude and team player spirit.
• Excellent communication and interpersonal skills.
• Ability to use standard office equipment and learn new office technology.
• Basic mathematical ability.

Benefits

What’s in it for you:

• A Top Workplace winning culture built on teamwork, integrity, and diligence.
• Engaging work environment.
• Opportunity for professional growth and development.
• Competitive salary and eligibility for annual firm profitability/individual performance incentive.
• Comprehensive benefits package including medical, dental, vision, life, and long-term disability insurance, flexible spending accounts and the items listed below.
• 401(k) plan with match and profit-sharing contribution.
• Generous paid time off.
• Paid parental and medical leave.

Job Rewards and Benefits