"Alerted.org

Description

Office Support

Note: Employment-based non-immigrant visa sponsorship and/or assistance is not offered for this specific job opportunity.

The Role

+ Provides for all General Administrative functions in the office including general office security, functionality and operational efficiency.

+ Handles receipt and distribution of incoming and outgoing mail (i.e. filing, scanning, forwarding, courier service, etc.).

+ Ensure proper handling of cash receipts following approved procedures.

+ Coordinate with Accounts Payable team for at least a weekly client check run (printing, mailing, coordinating reviews, etc.) and annually for 1099 (printing, mailing coordinating reviews, etc.)

+ Provides telephone coverage answering Company telephone lines, taking accurate messages and timely forwarding to appropriate personnel, knowing whereabouts of staff at all times, handles urgent calls with appropriate judgment and professionalism.

+ Acts as gatekeeper and liaison to internal departments and employees as well as external clients and business contacts.

+ Maintains office supplies at an adequate level to support office operations by regularly checking inventory levels, anticipating supply needs and ordering appropriate supplies

+ Coordinates office property management ensuring functionality of HVAC system, lighting, office access, printers, break-room appliances, conference room technology, etc.

+ Understands importance of Internal Controls and the WTW code of Conduct and works to be seen as a role model in the office

+ Coordinates and maintains staff administrative records (i.e. office security passes, phone directory, seating assignments, etc.)

+ Assists in office calendar maintenance

+ Coordinates special internal colleague events (ordering lunch, snacks, scheduling of office meetings and special outings)

+ Provides local Information Technology support (e.g. ordering of computer supplies, monitors, final laptop setup and distribution)

+ Coordinate with office management for on-boarding and off-boarding colleagues (i.e. set up schedules for new colleagues, first two week schedules, support for station set-up, etc.)

+ Occasional overtime may be required

+ Out of the office errands such as going to the post office, bank or store for supplies

CLIENT SERVICING

+ Maintains professional contact with clients if required

+ Maintains open items and actionable tasks list

+ Assist with preparation, printing or assembling electronic client Board meeting books.

+ Assist with miscellaneous client tasks (i.e. preparing cover letters, submitting regulatory filings)

+ Assists with the coordination of client Board of Director meetings (i.e. board room set-up and take down, coordination of food and beverage, preparation of board books, reserving of conference rooms, etc.)

+ Coordinates special events (conference participation and client dinners) and attend as necessary

+ Coordinate client reservations, special events, board room, etc. with hotels or resorts

+ Provides administrative support to the team where required

Qualifications

The Requirements

+ Preferred degree or completion of a secretarial business school

+ Preferred five years+ of Administrative Assistant experience in financial services, legal or compliance background

+ Highly proficient in Microsoft Office Suite; strong technical skills in Excel

+ Ability to work on a team

+ Effectively communicate in verbal and written formats

+ Solid time management and organizational skills

+ Excellent writing and verbal communication skills

+ Pleasant and professional telephone manners

+ High attention to detail along with the ability to multi-task

+ Must be a team player who can take feedback as well as give it

+ Ability to work independently and with the team

EOE, including disability/vets