Office Administrator for a Successful Financial Planning Firm

Area : Los Angeles

Description : Our client is a successful multi-family financial advising firm providing comprehensive investment consulting and financial planning services to entrepreneurs, business owners and their families. The company is seeking an Office Administrator to manage the overall office environment for its financial advising team. This is a great opportunity for an individual who is looking to work in a professional services firm at a tight-knit company. 


- Manage calendars and office needs of partners/advisors (i.e. scheduling appointments, confirming meetings, coordinating calendars) 

- Handle logistics for onsite meetings (reserve/prepare/maintain/clean-up conference room, greet and escort clients/guests, arrange/offer refreshments and/or food)

- Leverage technology to help support and track sales/marketing efforts (pipeline management, social media, email blasts)

- Manage client calls in a cordial and timely manner; screen other phone calls and take messages as needed

- Maintain contact database in SalesForce (i.e. birthday/holiday cards & gifts; sales pipeline and tracking of marketing activities)

- Filing (paper & electronic) & management of off-site storage space

- Assemble client reports and meeting packages

- Order and maintain office supply inventory and equipment, coordinate with vendors as appropriate

- Retrieve, sort, distribute and process incoming mail, newspapers and other periodicals

- Manage out-going mail (addressing, postage, overnight delivery prep, and monitoring, obtain delivery confirmations, drop off mail to post office/box daily)

- Support team as needed


- Associate’s Degree or higher, preferred

 - 5+ years of experience in an administrative position in professional services industries such as financial, legal, or accounting

- Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and CRM software/system (SalesForce expertise preferred)

-Ability to track and complete long-term and complex projects without supervision

- Ability to maintain a professional presence and client-friendly demeanor

- Excellent written and verbal communication skills; strong proof-reading skills

- Team player, able to work well with all levels of the firm, as well as with clients

- Desire/ability to work successfully in a small company environment

- Must be a self-starter, punctual, organized, meticulous, accurate, detail-oriented and able to multitask and meet deadlines


Published : Oct 2, 2018

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