JOB FUNCTION
The Administrative Coordinator position involves providing administrative support to a team of up to 4 investment professionals. We are seeking a candidate who is passionate about and excels in a support role. This role will report directly to the Administrative Manager.
***Hybrid schedule!! Market hours, Amazing benefits including lucrative bonuses, health benefits, PTO, 401k matching, etc.
***Beautiful SF Financial District office with sweeping views***
Responsibilities of the role may include, but are not limited to:
Administrative Support:
- Efficiently manage calendars and facilitate meetings with representatives from public companies, research providers, and industry contacts.
- Act as a gatekeeper for investment professionals, evaluating and managing incoming information and callers, and handling correspondence.
- Engage in communication with sell-side brokers regarding corporate access offerings, research, and models. Compile comprehensive research packets using online resources and research outlets, including brokerage and company reports.
- Aid in tracking meetings and projects using internal systems.
- Organize and coordinate a substantial volume of domestic and international travel arrangements, along with preparing detailed travel itineraries.
- Prepare expense reports, maintaining a solid understanding of travel and entertainment policies and compliance procedures.
- Assist with event planning and contribute to ad hoc projects as necessary.
- Provide backup coverage for an Investment Assistant.
Office Management:
- Warmly welcome and assist guests, ensuring smooth logistics for on-site meetings.
- Receive and distribute mail and package deliveries, as well as prepare outgoing FedEx shipments.
- Facilitate lunch orders and manage lunch deliveries, while effectively communicating with team members.
- Maintain the general office, supplies, and kitchen area, restocking items as needed.
- Coordinate and collaborate with building contractors to schedule office maintenance tasks.
QUALIFICATIONS
The ideal candidate should have:
- An undergraduate degree with a proven academic track record.
- 2-3 years of administrative experience in the financial industry required.
- Excellent organizational and communication skills.
- Proficiency in Microsoft Office suite (Outlook, Excel, Word, and PowerPoint).
- Demonstrated customer service orientation.
- Previous experience in a support role within a team environment.
The ideal candidate possesses the following qualities:
- Strong interpersonal skills: able to work well with colleagues within the firm and external stakeholders, building professional relationships.
- Team-oriented: willing to collaborate with team members and assist with ad hoc tasks and requests to ensure all needs are met.
- Effective communicator: able to communicate clearly and directly in a fast-paced work environment.
- Proactive: capable of recognizing, anticipating, and addressing needs with a sense of urgency.
- Sound judgment: able to handle sensitive or confidential information discreetly.
- Accountability: takes ownership of individual responsibilities and work product.
- Process-oriented: pays close attention to detail and strives for continuous improvement.
- Experience within the Financial Industry is a plus.
****4 days Onsite role – Local Candidates Only****
Pacific Placement Group, LLC.
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