Administrative Assistant | Office Manager
FFT Wealth Management, a multi-family office with global wealth management expertise, has a great opportunity open for a qualified administrative assistant at our state-of-the-art Philadelphia office headquarters in Liberty Place. This important in office position is responsible for providing a wide range of office management and senior management support to the company including managing the front desk, managing calendars and travel arrangements, expense report management and writing correspondence. Must be resourceful, an independent thinker, self-sufficient and self-motivated.
Job Responsibilities
• Managing overall administrative activities for the office and other regional offices as needed
• Vendor contract management
• Developing, reviewing, and improving administrative systems, policies, and procedures
• Planning, scheduling, and promoting office events, including meetings, conferences, interviews, orientations, and training sessions
• Answers phone calls, schedules meetings and supports visitors
• Completes operational requirements by scheduling and assigning administrative projects and expediting work results.
• Makes travel arrangements for senior staff such as booking flights, cars, and hotel or restaurant reservations.
• Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
• Manages supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies
• Oversees special projects and tracking progress towards company goals
• Maintains confidentiality of sensitive and confidential information
Skills and Qualifications
• Strong computer and organizational skills
• Excellent communication (oral and written) and attention to detail
• Ability to work independently and as part of a team, self-motivation, adaptability, and a positive attitude
• Ability to learn new techniques, perform multiple tasks simultaneously, keep accurate records, follow instructions, and comply with company policies
• Strong problem solving, critical thinking, coaching, interpersonal, and verbal and written communication skills
• Willingness to continue building skills through educational opportunities
Education and Experience Requirements
• High school diploma or equivalent education required
• Experience in financial services a plus
• 3 years of administrative experience preferred
• Knowledge of appropriate software including Microsoft Word, Excel, and Outlook, Microsoft PowerPoint and Adobe Acrobat
Role Specifics: In office commitment 5 days | 40 hours a week – Two Liberty Place | Philadelphia, PA
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