Title: Administrative Assistant
Company: Palmer Staffing Services
Location: Los Angeles, CA
Status: Direct Hire
Salary: $80K
Job Description:
The Administrative Assistant will support the client relations team in a fast-paced, dynamic investment firm. The role is 8:00 a.m.-5:00 p.m. with flexibility for additional overtime as needed. The role is hybrid with 3 days in-office and 2 days remote. Full vaccination is required. Candidates must have prior experience in the financial services industry.
Job Responsibilities:
- Provide comprehensive administrative support for certain Los Angeles-based Client Relations officers;
- Maintain complex calendars, schedule and coordinate meetings and conference calls (internal and external);
- Fully support external and internal meetings through activities such as catering, technology set up, guest clearance, assembly and distribution of materials;
- Arrange and prepare travel arrangements/itineraries;
- Upload printing requests and ensure timely delivery of materials for client meetings;
- Manage, prepare and distribute meeting agendas for various team meetings
- Assist in the preparation and posting of documents or other materials to necessary databases; redlining documents and submitting to Legal and Compliance for review;
- Input data into department tracker to chronical client activity on behalf of senior managers;
- Provide project and operations support and work independently on special projects under general direction of management;
- Provide Investors Committee support including but not limited to scheduling of meetings, meeting logistics, arranging client travel and processing client expense reimbursements, maintaining IC lists on Salesforce and posting of minutes;
- Manage firm-wide quarterly letter email distribution process;
- Input data into the Blog;
- Assist in the organization and execution of onboarding for new employees as direct reports to managers;
- Provide ad-hoc support for business-related requests such as pulling reports and documents, updating Salesforce data, turning edits on documents, etc.;
- Receive, screen, prioritize and route calls and mail to the appropriate personnel;
- Prepare and submit expense reports and process invoices as necessary;
- Perform other duties as needed, such as logging parking validations and ordering supplies.
Job Requirements:
- Bachelor’s degree preferred
- Minimum 5 years relevant experience, preferably in financial services;
- Proven track record in maintaining discretion with confidential information;
- Independent judgment to plan, prioritize and organize diversified workloads for self and others;
- Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Nuance. Some knowledge of Salesforce or a contact database is a plus; and
- Experience with various technology platforms for video conference and recording needs, including management and setup of Zoom and Microsoft Teams video and audio conference calls.
- Outstanding initiative and a strong work ethic; candidate should be highly proactive and self-driven;
- Superior attention-to-detail and exceptional organizational skills;
- Ability to learn quickly, require minimal guidance and possess a desire to proactively offer and implement ideas for improvement;
- Strong sense of responsibility and dedication;
- Interpersonal skills and the ability to quickly build credibility and gain confidence of individuals at all levels;
- Ability to work well under pressure and with time constraints;
- Team-orientation with excellent verbal and written communication skills;
- Integrity and professionalism when maintaining information that may be sensitive, confidential or technical in nature.
How To Apply: Please respond with your resume for consideration. We welcome all candidates that meet the REQUIRED qualifications with recent relevant experience. Palmer Staffing Services is an equal opportunity employer.
About Us: Palmer is an award winning staffing agency offering direct hire, temp-to-hire, and temporary placements for administrative, management, executive, legal and more. We represent more than 500 of the finest law firms and legal departments in the D.C. area.
Palmer Google Reviews = 4.7 stars, visit online to see what other Palmer candidates have to say about us. You are more than just a “number”!
Job Type: Full-time
Pay: $80,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- Monday to Friday
Work Location: One location