Administrative Support Specialist Jobs

Under general direction and supervision by Andrea Zilli and Bernadette Kraes, you will be responsible for supporting Andrea, Bernadette and their teams through a variety of tasks related to organization and communication. In addition, you will provide minimal administrative support to the office as outlined below. You will deal with a diverse group of important external callers as well as internal contacts at all levels of the firm. Independent judgment is required to plan, prioritize and organize your diversified workload.

Successful candidates will have a strong desire to learn, will take initiative, be able to multitask as well as manage up.

Responsibilities for Andrea and Bernadette

• Manage and update CRM
• Assist in downloading, gathering and organizing tax documents for clients and sending them to the appropriate CPA
• Book travel arrangements
• Prepare and modify documents including correspondence, reports, cover letters and meeting books
• Attend meetings, take notes and provide follow up
• Manage investment meeting frequency list
• Provide general administrative support including mailing, FedEx, messengers, scanning, faxing and copying
• Personal tasks as needed
• Keep both teams organized and provide assistance on projects to make sure all tasks are done to completion
• Scheduling and upkeep of calendar
• Manage investment team queue (to do list)
• Assist the needs of team members and help by resolving administrative issues
• Answer phone, screen, and redirect calls for CIO and Tax Manager (as needed, see below for office)

Responsibilities for the Office

• Back up to Receptionist
• Team Enterprise tasks for office as needed

Requirements

• Ability to keep up in a fast-paced environment.
• Proficient in technology - easily picks up different technological platforms.
• Strong attention to detail
• Ability to maintain an extremely high level of confidentiality.
• Bachelor's degree required.
• 1-2 years of administrative experience.
• Strong verbal and written communication skills.