Administrative Assistant

Administrative Assistant
Welcome clients, greet vendors and visitors. Answer, screen and transfer inbound phone calls. Procure and send client gifts according to momentous life events. Oversee advisor calendars and monitor client meeting schedule/conference room reservations. Ensure office is always presentable for clients. Confirm and communicate with clients about upcoming meetings. Deliver the firm’s client experience in every interaction with clients and visitors. Manage vendor relations (phone and internet provider, office supplies, etc.). Maintain office supply inventories including firm stationery, postage, business cards, custodian supplies, staff supplies, kitchen items, etc. Handle and process daily mail: open and distribute; scan and file as needed; manage UPS shipping. Assist with travel arrangements for Advisors. Assist with accounts payable as directed by the Office Administration Manager (e.g., compile expense reimbursement reports, save and reconcile monthly credit card statements, save invoices). Provide support with planning and execution of client and employee events. Send out client communications via email and mail hard copies. Maintain the office library. Assist with special projects and other duties as assigned.