Administrative Associate

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 firm’s Operations Teams to manage 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 performs various administrative duties, including handling mail correspondence, printing and binding client presentations, scanning and archiving files, capturing meeting notes, scheduling appointments and meetings, managing and operating office equipment, and stocking supplies; preparing the office for client meetings; assisting with projects and client events as needed. This role is critical to setting and maintaining high service standards for the firm, creating positive client experiences, and fostering a culture of teamwork and collaboration

Responsibilities

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 greet all guests
• Manage building services and vendor management
• Overall appearance and maintenance of kitchen/office/meeting rooms
• Maintain supply of all office and kitchen supplies
• Coordinate firm entertainment/events and gifting to clients
• Basic troubleshooting of office equipment
• Phone system oversight

Team Support

• Client mailings, such as performance reports, newsletters, and as-needed mailings, as well as expediting mailings
• Set up/take down conference rooms
• Send faxes, scan, and file documents
• Assist with and coordinate scheduling
• Assist the Operations Team with tasks as assigned
• Point person for several software applications used by the firm

Specific Measures of Success

• 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

• 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. Salesforce experience is a plus.

Requirements/Additional Information

• The annualized starting base salary range for this position is $50,000 – $60,000 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.
• Expected hours are Monday through Friday, 8:00 am – 4:30 pm, with a minimum 30-minute break each day, with occasional overtime work required.
• Due to the client-facing nature of this role, the Candidate will be ineligible for remote work unless management approval is granted
• This individual will report to the Director of Finance
• The first 90 days will include an extensive onboarding/training program.

Send your resume and brief cover note to careers@greenspringadvisors.com