Administrative Assistant-Family Office

Blue Trust, Inc.; Irvine (CA); On-site; USD 36,000 - 43,000; Full time

Job summary

Blue Trust, Inc. is seeking an Administrative Assistant in Irvine, CA to support one or more managers with a variety of administrative tasks. The role includes telephone handling, visitor reception, document management, and preparing materials for client meetings.

Ideal candidates will have at least two years of relevant experience, strong organizational skills, and proficiency in Microsoft Excel and Word. This on-site position requires a detail-oriented professional with excellent communication

Qualifications

• Bachelor's degree preferred; two years' experience in administrative support, customer service, or HR in finance preferred.

Responsibilities

• Answers multi-line telephone promptly and professionally.
• Greets and directs guests in a warm, welcoming manner.
• Manages booking and preparation of shared conference rooms.
• Coordinates office services (copiers, postage, phones, building management).
• Orders and maintains office and kitchen supplies.
• Transcribes or composes routine correspondence and emails with speed and accuracy.

Skills

Excel

Word

Computer literacy

Education

Bachelor's degree in business-related field

2+ years in admin support/CS/HR in financial sector

Tools

Microsoft Office

Job description

Position Overview

The Administrative Assistant performs administrative and office support activities for one or more managers. Responsibilities vary but may include such things as fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, assembling materials for client meetings, information and document management and a variety of other responsibilities as needed.

Principal Accountabilities

• Answers multiple-line telephone promptly and professionally.
• Greets and directs guests in a warm, welcoming manner.
• Manages booking and preparation of shared conference rooms (set-up, presentation, coffee station maintenance, etc.).
• Coordinates office services (copiers, postage machine, phones, building management, etc.).
• Orders and maintains office and kitchen supplies.
• Performs additional administrative services such as copying, scanning, typing, etc.
• Anticipates the needs of the other team members and lends support.
• Communicates with property management and various vendors to ensure office space is maintained attractively.
• Transcribes or composes routine correspondence and emails with speed and accuracy and in keeping with the highest business standards.
• Provides administrative support and other duties as assigned.
• Approaches work, interactions, and relationships in a manner consistent with the Company’s Core Values.
• Maintains the highest Compliance standards by adhering to the company's Human Resources guidelines, Compliance policies, professional designation standards, and our industry's regulatory standards to mitigate risk to the company.

Requirements

• Aptitude for, and enjoyment of, serving others with excellence
• Willingness to take direction from others as well as exercise independent judgment
• Ability to organize and express thoughts clearly and concisely both verbally and in writing
• Adeptness at prioritization and proactive planning with ability to complete multiple time-sensitive tasks, responding to urgent needs
• Strong organizational, general office, and administrative skills
• Client service and follow-up skills with keen attention to detail
• Demonstrated excellent computer literacy/skills and knowledge of specialized office programs, including proficiency within Microsoft Office products, specifically Microsoft Excel and Word
• Aptitude and passion for learning new things quickly with a strong work ethic in an ever-changing environment
• Capability to excel in a team environment as well as working independently
• Personal integrity and ability to discreetly handle confidential data
• Basic math competency
• Excellent communication, interpersonal, client service, and hospitality skills
• Ability to maintain a professional demeanor in a professional service-oriented environment
• Comfortable working in a fast-paced environment that requires flexibility and responsiveness

Education, Experience & Skills:

• Bachelor's degree in a business-related field is preferred
• Minimum of two (2) years’ prior experience in an administrative support, customer service, or human resources role in a financial, investment, banking, or accounting company strongly preferred

A reasonable estimate of the current range is $26 to $31 per hour.

This job description is for California only and the salary range listed above is specifically related to the cost of labor for this area. Any offered salary is determined based on internal equity, internal salary ranges, applicant’s skills and prior relevant experience, and certain degrees and certifications. The range is provided in good faith. We may ultimately pay more or less than the posted range. This range may be modified in the future.