Office Administrator

Diversified Trust; Charleston (SC); On-site; USD 38,000 - 54,000; Full time

Job summary

Diversified Trust in Charleston is seeking an Office Administrator to provide administrative, operational and client service support for the local office. You will help ensure smooth office operations and back up the account management team as needed.

The ideal candidate has 2+ years in a professional office, preferably in banking or financial services, with strong organization, communication and teamwork, and proficient in MS Office and Adobe.

Qualifications

• 2+ years in a professional office environment; banking, brokerage or financial services experience is preferable
• Professional appearance, excellent interpersonal, telephone and written communication skills
• Highly organized with keen attention to detail and able to work with minimal oversight
• Dedicated team player with a strong work ethic and able to adapt to rapid change and can handle multiple tasks and deadlines
• Highly proficient in MS Office, Adobe and contact management software

Responsibilities

• Manage phone coverage and guest reception
• Provide administrative and organizational support to office personnel
• Assist with the preparation of client presentations, correspondence and mailings
• Manage workflow to ensure accurate and timely distribution and delivery of all incoming and outgoing mail, packages and other items
• Handle primary day-to-day supplier and vendor management, overseeing office supply inventory, reviewing account invoices for accuracy and approval
• Ensure reception area, conference rooms, workroom and breakroom are tidy and presentable, with all necessary supplies
• Coordination of office and client events and travel needs
• Provide back-up coverage for the account management team; assisting with posting incoming wires and ACHs, production of checks and responding to client manager requests
• Assist with account setup / maintenance, tax preparation and subscription documents
• Responsible for client and contact information maintenance
• Ensure security and confidentiality of client and company management information
• Perform administrative duties that support the account management team in daily account and business practices

Skills

Interpersonal communication

Telephone communication

Written communication

Organizational skills

Team player

Attention to detail

Adaptability

Tools

MS Office

Adobe

Contact management software

Job description

Diversified Trust is an employee-owned comprehensive wealth management firm based in the Southeast with over $15 billion of client assets under management. Our clients include individuals, multi-generational families, family offices, foundations, endowments and retirement plans. We provide tailored investment management, financial planning, trust and estate, family office and institutional advisory services through our offices in Atlanta, Charleston, Greensboro, Memphis and Nashville.

Job Summary

The Office Administrator provides administrative, operational and client service support for the Charleston office, helping ensure efficient office operations and supporting account management and business activities.

Primary Duties and Responsibilities

• Management of phone coverage and guest reception
• Provide administrative and organizational support to office personnel
• Assist with the preparation of client presentations, correspondence and mailings
• Manage workflow to ensure accurate and timely distribution and delivery of all incoming and outgoing mail, packages and other items
• Handle primary day-to-day supplier and vendor management, overseeing office supply inventory, reviewing account invoices for accuracy and approval
• Ensure reception area, conference rooms, workroom and breakroom are tidy and presentable, with all necessary supplies
• Coordination of office and client events and travel needs
• Provide back-up coverage for the account management team; assisting with posting incoming wires and ACHs, production of checks and responding to client manager requests
• Assist with account setup / maintenance, tax preparation and subscription documents
• Responsible for client and contact information maintenance
• Ensure security and confidentiality of client and company management information
• Perform administrative duties that support the account management team in daily account and business practices

Skills and Qualifications

• 2+ years of experience in a professional office environment; banking, brokerage or financial services experience is preferable
• Professional appearance, excellent interpersonal, telephone and written communication skills
• Highly organized with keen attention to detail and able to work with minimal oversight
• Dedicated team player with a strong work ethic and able to adapt to rapid change and can handle multiple tasks and deadlines
• Highly proficient in MS Office, Adobe and contact management software