Administrative Assistant

CAPTRUST; Charlotte (NC); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health insurance

401(k) plan with company match

Paid time off

Life insurance

Long-term disability

Job summary

CAPTRUST in Charlotte, NC is seeking an Administrative Assistant to provide general office support in our local office. The role requires excellent communication, impeccable organization, and the ability to manage multiple tasks for clients and colleagues.

You will greet visitors, handle calls, schedule meetings, coordinate supplies, and maintain conference rooms while ensuring compliance and high standards.

Qualifications

• College degree preferred or equivalent experience.
• Excellent written and verbal communication skills.
• Proficient with MS Office; knowledge of Concur and SharePoint is a plus.
• Ability to multitask and manage time effectively.

Responsibilities

• Greet clients and visitors with courtesy and enthusiasm.
• Answer a high volume of phone calls and route to appropriate staff.
• Scan documents and assist with electronic filing.
• Schedule tasks, activities, and appointments.
• Prepare and maintain conference rooms and lobby areas.
• Handle general office duties: copying, filing, and document creation.
• Maintain office supplies and coordinate vendor purchases.
• Prepare agendas and assist with monthly meetings.
• Assist with expense reports in Concur.
• Be the main point of contact for branch operations and special projects.

Skills

Excellent communication skills

Detail oriented

Strong prioritization

Organizational skills

Multi-tasking

Customer service mindset

Education

College degree preferred

2 years relevant experience

Tools

Concur

SharePoint

MS Office

Job description

Overview

WHO are we looking for?

CAPTRUST is seeking an Administrative Assistant who will provide general office support with a variety of activities and related tasks in our Charlotte, NC office. This individual should have 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.

Responsibilities

• Greet clients and visitors with courtesy and enthusiasm
• Answer a high volume of 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, confirming tasks, activities, and appointments
• Prepare and clean conference rooms for meetings
• Maintain orderly and clean lobby, front desk, conference rooms, and breakroom
• Provide general office support including copying, faxing, filing, 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

Qualifications

Minimum Qualifications:

• College degree preferred, or a minimum of 2 years of relevant experience and/or training, or equivalent combination of education and experience
• Excellent written and verbal communication skills
• Proficient in Concur and SharePoint preferred, but not required
• Proficient in MS Office (Word, Excel, Outlook, Power Point)

Desired Qualifications/Skills:

• 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
• 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

WHAT can you expect from your career at CAPTRUST?

Our colleagues, like our clients, tend to stay with CAPTRUST for years. There's a reason for it; it's a great culture in which to work and grow. We all work together, each of us motivating those around us with our commitment to high standards. At CAPTRUST, expect a fully stocked break room, fun employee events, and a quality team surrounding you with opportunities for personal growth.

Our Employee Benefits Package shows how much we value our team. Some benefits include:

• Company discretionary bonus.
• Health, dental, and vision coverage, employer 401(k) plan and company match, health savings accounts, flexible spending accounts, and voluntary supplemental plans subject to plan terms.
• Company-paid benefits such as life insurance, short-term disability, and long-term disability, subject to applicable waiting periods.
• Paid time off (PTO) or Paid Sick Leave (PSL)

WHERE will you be working?

5605 Carnegie Blvd #400 | Charlotte, NC 28209

Due to the nature of the role, this is not a remote or work from home position. #LI-Onsite

HOW do we build a world class organization one brick at a time?

We make it a priority to hire those who have a commitment to service, a real interest in other people, and a passion to continuously improve. Simply put: the difference at CAPTRUST is the quality of our people and depth of our bench. If you are ready to make your mark, we want to talk to you.

Are you the next brick?

To get it done the CAPTRUST Way, an individual should exhibit the following characteristics:

• Ability to build successful, collaborative, and trusting relationships
• Instinctive aptitude for consistently creating accurate, concise, respectful, and easy-to-understand verbal and written communications conveying complex information
• A strong sense of urgency about getting work done and solving problems to achieve results that benefit our clients and colleagues, even when faced with challenges
• Inherent desire to give back to our communities and enrich the lives of those around us
• An other-centered mindset
• Integrity through maintaining objectivity

EEO/Diversity Statement:

At CAPTRUST, we are committed to building and maintaining a diverse workforce and inclusive work environment where ALL colleagues feel authentically seen, respected, and supported.

It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation because of sex (including pregnancy, childbirth, or other related medical conditions), gender, race (including hair texture or hairstyles associated with race), religion, color, national origin, ancestry, physical or mental disability, genetic information, age, sexual orientation, gender identity, gender expression, protected veteran status, uniformed service, or any other status protected by federal, state, or local laws.#associate

This position will remain open until filled.