Position Description:
Administrative Associate

New York, New York – full time position, on-site
Candidates must be authorized to work in the U.S. and be located within commuting distance of New York City or be willing to relocate independently.

At Greenspring, our Core Purpose is “to help every person live their ideal life” and we are looking for talented people who share this passion. Working at Greenspring gives you the ability to:

• Explore career opportunities that fit your interests, competencies and firm growth needs
• Be Part of a Great Culture where you’ll be a part of a team of people who are committed to each other’s success
• Make a Lasting Impact on the lives of our clients and through the camaraderie of working for a common goal with your peers

The Administrative Associate will work in conjunction with the Chief Operating Officer (COO)/Chief Compliance Officer (CCO) and the Senior Technology Analyst to manage the client hospitality, maintain the office and assist the CCO on regulatory compliance. The Administrative Associate manages all aspects of client reception and firm hospitality: greeting and directing clients and other visitors; screening and routing phone calls in a courteous, professional, and friendly manner. The Administrative Associate also manages the office making sure that it is operating smoothly, and that inventory is stocked. Additionally, this role will assist the CCO with client-related tasks.

The responsibilities listed below are intended to describe the general nature and level of work being performed; it is not an exhaustive list of all responsibilities, and additional duties may be assigned.

Office Management

• Answer phones and front door
• Manage building services and vendor management (FedEx, etc.)
• Overall appearance and maintenance of kitchen/office/meeting rooms
• Confirm all visitors have been registered with building security
• Maintain supply of all office and kitchen supplies
• Coordinate firm entertainment/events and gifting to clients

Team Support

• Client mailings, such as performance reports, newsletters and as-needed mailings
• Set up conference rooms (if applicable, tailor to client)
• Save monthly newsletters and disperse to the team
• Send faxes and scan documents (large documents and client statements received in mail)
• Assist with client and office scheduling (including client seminars)
• Assist Client Service Team as needed
• Point person for several software applications used by firm
• Assist CCO with detailed tasks

Compliance & Technology

• Phone System oversight
• Assisting with basic troubleshooting (printers/scanners)
• Assist CCO with compliance tasks
• Ad hoc projects

• Quickly responds to requests and resolves open tasks
• Proactively eliminates obstacles before they become issues
• Demonstrates efficiency in working with multiple stakeholders across multiple sites by leveraging firm resources and tools
• High degree of pride in the accuracy and quality of your work product

Minimum 1-3 years in an administrative role at a professional services firm and/or comparable setting

A two or four-year college degree is preferred

• Always focused on client needs and customer service
• Detail-oriented and methodical
• Demonstrated problem-solving abilities
• Follows up and follows through
• Exceptional organizational skills with a proven ability to multitask and manage multiple projects
• A team player with good interpersonal skills and the ability to build partnerships across all levels of the organization.
• Excellent oral and written communication skills
• Ability to excel in a fast-paced, changing environment
• A self-starter who is assertive, proactive, independent, flexible, and accommodating
• Proficient in most Microsoft Office applications and Adobe Acrobat. Comfortable learning and navigating new technology and software applications.

• The annualized starting base salary range for this position is $65,000 based on experience, with the opportunity to earn a discretionary annual bonus of up to 10% of earnings. This is a non-exempt position. Overtime is paid in accordance with applicable law.
• This individual will report to the Senior Technology Analyst and COO/CCO.
• The first 90 days will include an extensive onboarding/training program.

Send your resume to
careers-ny@greenspringadvisors.com.