Business Management Administrator

Capstone Partners; Boston (MA); On-site; USD 50,000 - 65,000; Full time

Job summary

Capstone Partners is seeking a motivated administrative professional to support the Boston office. The role involves keeping the headquarters organized, providing light reception duties, coordinating meetings, travel, and procurement, and assisting the Business Management team with various firm-wide administrative tasks.

Ideal candidates have 1–2 years of experience in office administration, are highly organized, communicate effectively, and are comfortable working in a fast-paced environment.

Qualifications

• At least one year (with degree) or at least three years (without degree) of office admin experience.
• Excellent written and verbal communication skills.
• Must be detail oriented, proactive, take initiative and have a friendly, can-do attitude.

Responsibilities

• Maintain office appearance and coordination of conference rooms, kitchen, and work areas.
• Provide light reception duties – answer phones and greet visitors.
• Coordinate in-office meetings and travel arrangements for Senior Professionals; prepare itineraries.
• Order supplies, manage inventory, and process mail and packages; set up new hire workstations.

Skills

Communication

Organization

Time management

Interpersonal skills

Education

Bachelor’s degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Microsoft Teams

ServiceNow

Job description

Capstone Partners(“Capstone”) is one of the largest and most active investment banking firms in the U.S. For over 20 years, Capstone Partners has been a trusted advisor to leading middle market companies, offering a fully integrated range of investment banking and financial advisory services uniquely tailored to help owners, investors, and creditors through each stage of the company's lifecycle. Capstone's services include M&A advisory, debt and equity placement, corporate restructuring, special situations, valuation and fairness opinions, and financial advisory services.

Headquartered in Boston, the firm has 250+ professionals in multiple offices across the U.S. With 12 dedicated industry groups, Capstone delivers sector-specific expertise through large, cross-functional teams. Capstone is a subsidiary of Huntington Bancshares Incorporated (NASDAQ: HBAN). For more information, visit www.capstonepartners.com.

Capstone is seeking a motivated administrative professional to support a busy and growing office, in Boston. We would like a polished, and articulate professional with at least one to two years of experience.

In this role you will be responsible for maintaining and coordinating Capstone’s headquarters, the Boston office. Daily support to the team in Boston is a major part of this position. In this fast-paced role, projects will vary throughout the week, and often throughout the day. This is a fantastic opportunity for a versatile and diligent individual to gain valuable experience and truly make your mark on our firm by showcasing your outstanding administrative expertise. The position requires a savvy personality with a strong work ethic, positive spirit and excellent communication skills. Must have a willingness to take on additional projects and work outside of the scope of the job description.

General Office Coordination:

• Maintain office appearance (kitchen, production & open work areas and conference rooms)
• Provide light reception responsibilities - including answering phones and greeting visitors
• Serve as primary contact to building management
• Coordinate in-office meetings, assisting visitors, ordering catering weekly and as needed
• Manage inventory of supplies & collateral and place orders accordingly
• Distribute mail and packages
• Prepare and process FedEx/UPS packages
• Set-up new hire workstations and conduct clean-outs post-terminations
• Other office coordination tasks as needed

Firmwide Administrative Support:

• Coordination of travel arrangements and preparing itineraries for Senior Professionals
• Assist Senior Professionals with creation of expense reports: organize, prepare and file
• Aid with ordering & shipping of closed deal “tombstones” (deal toys) with internal teams
• Assemble and bind meeting collateral (books/pitches) and shipment of books as requested
• Help Business Management team draft and format firm correspondence and presentations
• Order business cards for colleagues
• Potential event support: guests lists and RSVPs and possible event set-up & breakdown
• Work with Huntington (HNB) teams and outside vendors for office equipment maintenance
• Enter ServiceNow tickets for occasional colleague requests
• Occasionally order and set-up for basic office/IT equipment (if on-site IT is unavailable)
• Possible assistance with minor IT issues (if on-site IT is unavailable)
• Sporadically assist with scheduling of candidate interviews for Capstone open positions
• Other administrative tasks as necessary

Basic Qualifications:

• At least one year (w/ degree) at least three years (w/o degree) of office admin experience

Preferred Qualifications:

• Extremely reliable and committed
• Excellent written and verbal communication skills
• Must be detail oriented, proactive, take initiative and have a friendly, can-do attitude
• Strong organization skills with the ability to prioritize time-sensitive tasks
• Proficiency with Microsoft O365: Word, Excel, Outlook, PowerPoint & Teams
• Must be able to work independently in a team-oriented environment
• Ability to manage confidential situations (and information) with professionalism
• Bachelor’s Degree preferred
• Monday through Friday, 8:30am – 5:30pm (overtime work may be required)
• Required to be in the office five days per week