Senior Administrative Assistant

CAPTRUST; Dallas (TX); On-site; USD 52,000 - 74,000; Full time

Benefits offered by this job

Company discretionary bonus

Health, dental, and vision coverage

Employer 401(k) plan and company match

Health savings accounts

Flexible spending accounts

Voluntary supplemental plans

Job summary

CAPTRUST is looking for a Senior Administrative Assistant to provide high-level administrative support in a Dallas office. You will greet guests, manage calendars, coordinate travel, answer calls, and maintain databases with confidentiality and professionalism.

The role requires meticulous organization, multi-tasking, and proactive problem-solving to support firm leadership. Responsibilities include scheduling, document handling, conference room prep, expense reporting, event planning, and

Qualifications

• 5+ years of relevant work experience.
• Proficient in navigating CRM systems.
• Excellent phone etiquette and multi-line phone handling.
• Proficient in MS Office (Word, Excel, Outlook, PowerPoint).

Responsibilities

• Manage calendars, schedule meetings, and coordinate with facilities and caterers.
• Arrange travel, hotels, and transportation.
• Greet clients and visitors with courtesy and enthusiasm.
• Answer and direct phone calls to the appropriate team member.
• Scan documents for electronic storage and assist with digital filing.
• Maintain contact management database and manage workflows.
• Prepare conference rooms and keep lobby, front desk, and breakroom orderly.
• Provide general office support including copying, filing, and errands.
• Manage office supplies and re-order as necessary.
• Coordinate maintenance of office equipment and supplies.
• Prepare agendas for monthly office team meetings.
• Manage and reconcile expense reports.
• Process communications per firm policies.
• Serve as main point of contact for CAPTRUST employees seeking assistance.
• Assist with client and employee events.
• Train new admin colleagues.
• Receive packages and respond via email per policies.
• Take on special projects as assigned.

Skills

CRM systems

Phone skills

MS Teams

MS Office

Tools

Microsoft Teams

MS Office Suite

Job description

WHO are we looking for?

CAPTRUST is seeking a Senior Administrative Assistant who will be responsible for high-level administrative support for the firm. This role involves greeting office guests, answering and directing telephone calls to appropriate team members, and other duties as needed. This dynamic role requires the ability to think critically, anticipate needs, and offer solutions to problems with a high level of professionalism and confidentiality. Meticulous attention to detail and strong organizational skills, including the ability to multi-task, are essential. The ideal candidate is exceptionally polished, professional, and a go-getter.

Responsibilities

• Manage calendars, schedule meetings, activities, and appointments, including authorization and logistical coordination with facilities, security, and caterers
• Arrange travel, hotels, and transportation
• Greet clients and visitors with courtesy and enthusiasm
• Answer 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, Cap Connect)
• Manage contact management database, including updating and adding contact information as necessary and managing various workflows relating to prospects, referrals, COIs, clients
• Prepare conference rooms for meetings; clean conference rooms after meetings
• Maintain orderly and clean lobby, front desk, conference rooms and breakroom
• Provide general office support including copying, faxing, filing, office errands 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 processes including: client birthdays, gifts and entertainment, progress reviews, and wholesaler meetings
• Manage and reconcile expense reports
• Type correspondence, reports, and other documents
• Process and manage incoming and outgoing communications (telephone, fax, mail, email) following firm’s compliance policies
• Serve as the main point of contact for CAPTRUST employees seeking assistance to ensure smooth branch operations.
• Assist with planning and preparation of client events and employee event
• Training new admin colleagues
• Retrieve and sign for packages, receive and correspond via email following firm’s compliance policies
• Special projects as assigned

Qualifications

Minimum Qualifications:

• 5+ years of relevant work experience
• Proficient in navigating CRM systems
• Phone skills, including Microsoft Teams; familiarity with complex or multi-line phone systems
• Proficient in MS Office (Word, Excel, Outlook, Power Point)

Desired Qualifications/Skills

• Maintains the highest level of professionalism, confidentiality, and client service.
• Demonstrates strong organization, attention to detail, and the ability to manage multiple priorities effective
• Proactive, self-motivated, and deadline-driven, with consistent follow-through and accountability.
• Collaborative team player who builds positive relationships and works effectively with diverse personalities.
• Committed to continuous improvement, learning, and upholding firm values, standards, 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?

5005 LBJ Freeway #1313 | Dallas, TX 75244

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

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.

CAPTRUST is committed to providing employment opportunities without regard to race, color, age, sex, sexual orientation, familial status, religious creed, national origin, ancestry, medical condition, marital status and registered domestic partner status, citizenship status, military and veteran status, disability, protected medical condition, genetic information, or any other status protected by law.

CAPTRUST makes all employment decisions without regard to these protected statuses and does not tolerate harassment or discrimination.

#associate

This position will remain open until filled.