SUMMARY OF RESPONSIBILITIES
With direct supervision from the Manager, performs a variety of administrative functions in support of the department and the department Manager. Works to facilitate the smooth operation of the day-to-day department activities.
Greets visitors and callers, handles their inquiries, provides information to callers and/or visitors/guests, takes messages, and transfers/directs them to the appropriate persons according to their needs; respond to inquiries; research questions; resolve problems
Composes, types, and distributes meetings notes, routine correspondence, and reports
Operates office equipment such as fax machines, copiers, and phone systems, and use computers for assigned work with spreadsheets, word processing, database management, and any other needed applications
Prepares and processes incoming and outgoing mail; prepares responses to correspondence containing routine inquiries.
Creates and maintains spreadsheets for tracking purposes
Performs data entry for preparation of comprehensive and individual financial goal analysis reports, asset allocation, sector analysis reports, etc.
Sets up, organizes, and maintains paper and electronic filing systems for records, correspondence, and other material including off-site storage, as needed in a logical and easily retrievable manner
Maintains calendar; schedules appointments and meetings, and conference calls as needed; prepares agendas and make arrangements for meetings; makes travel arrangements
Orders and ensures adequate and appropriate supplies are available for the department
Other special projects as assigned.
KNOWLEDGE, SKILLS & QUALIFICATIONS
High School diploma
0-2 years of administrative experience; some investment industry work experience preferred
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other standard office procedures and terminology; demonstrated Microsoft Office skills, especially Word and Excel
provides exemplary customer service and support; actively looks for ways to help customers and be responsive in a timely manner.
Integrity and a positive attitude; a self-starter demonstrating initiative while effectively adapting to change