Administrative Associate

at  CAPTRUST

WHO ARE WE LOOKING FOR?

CAPTRUST is seeking an Administrative Associate to support our Sanford, NC office. The Administrative Associate will be the first point of contact for all client scheduling needs and provide general office support with a variety of clerical activities and related tasks. They will also be responsible for greeting office guests, answering incoming telephone calls, directing calls to appropriate team members, collaborating cross departmentally, and special projects as needed. Primary responsibilities may include the following, among others:
Responsibilities:

As the “Director of First Impressions” the Administrative Associate will be responsible for greeting office guests, answering incoming telephone calls, directing calls to appropriate team members, and other duties as needed. This role provides general office support with a variety of clerical activities and related tasks. Excellent communication skills and the ability to develop positive, ongoing relationships with clients and colleagues are a must. This person must be detail oriented, well-organized, able to efficiently multi-task, and have strong prioritization skills.

• Greet clients and visitors with courtesy and enthusiasm
• Answer phone calls with a welcoming and positive demeanor; ensure phone calls are redirected to the appropriate team member
• Scan documents for electronic storage; assist with movement of documents into electronic systems (Compliance)
• Assist in scheduling, calendaring and confirming tasks, activities and appointments
• Prepare conference rooms for meetings; clean conference rooms after meetings
• Maintain orderly and clean lobby, front desk, conference rooms and breakroom
• Provide general office support including copying, faxing, filing, office errands and creating documents
• Work with firm management to maintain sufficient levels of office and janitorial supplies, postage, stationery and conference room refreshments, re-ordering or purchasing as necessary
• Coordinate maintenance of office equipment and equipment supplies
• Keep copiers and printers stocked with paper and ink cartridges
• Prepare agendas for monthly office team meetings
• Manage and maintain processes in the areas of but not limited to: client birthdays, gifts and entertainment, progress reviews, wholesaler meetings
• Type correspondence, reports, and other documents
• Process and manage incoming and outgoing communications (telephone, fax, mail, email) following firm’s compliance policies
• Prepare and submit expenses in Concur
• Main point of contact for other CAPTRUST employees seeking assistance with ensuring the smooth operation of the branch location
• Special projects as assigned

Essential Expectations:

• Impeccable ability to maintain confidentiality and integrity Serve clients with the highest professionalism, and maintain a strong commitment to provide quality service
• Prompt and effective follow-up; deadline focused
• Energetic, eager to learn, willing to cooperate
• Self-motivated with ability to work both independently and under direction to create a positive experience for clients, team members, strategic partners and vendors
• Be a model of hard work, timeliness, positive attitude, support of team and support of the firm’s values and mission
• Able to manage and get along with diverse personalities
• Exceptional organizational skills; ability to multi-task in a dynamic environment
• Comfort with being a “team player” and doing whatever is needed, big or small
• Must seek training and keep up-to-date on the latest office programs and procedures to maintain the highest level of competency within the workplace
• Ability to handle a high volume of tasks with attention to detail and a high degree of accuracy
• Possess a high propensity and aptitude for excellent client service
• Ability to identify and offer solutions for improvement across the team
• Is an example to others by effectively following all firm standards, practices, and procedures

Qualifications:

Minimum Qualifications:

• 3+ years of relevant work experience
• Excellent phone etiquette, verbal, and written communication skills
• Proficient in MS Office (Word, Excel, Outlook, Power Point)

• Greet clients and visitors with courtesy and enthusiasm
• Answer phone calls with a welcoming and positive demeanor; ensure phone calls are redirected to the appropriate team member
• Scan documents for electronic storage; assist with movement of documents into electronic systems (Compliance)
• Assist in scheduling, calendaring and confirming tasks, activities and appointments
• Prepare conference rooms for meetings; clean conference rooms after meetings
• Maintain orderly and clean lobby, front desk, conference rooms and breakroom
• Provide general office support including copying, faxing, filing, office errands and creating documents
• Work with firm management to maintain sufficient levels of office and janitorial supplies, postage, stationery and conference room refreshments, re-ordering or purchasing as necessary
• Coordinate maintenance of office equipment and equipment supplies
• Keep copiers and printers stocked with paper and ink cartridges
• Prepare agendas for monthly office team meetings
• Manage and maintain processes in the areas of but not limited to: client birthdays, gifts and entertainment, progress reviews, wholesaler meetings
• Type correspondence, reports, and other documents
• Process and manage incoming and outgoing communications (telephone, fax, mail, email) following firm’s compliance policies
• Prepare and submit expenses in Concur
• Main point of contact for other CAPTRUST employees seeking assistance with ensuring the smooth operation of the branch location
• Special projects as assigne