Executive Office Administrator

SUMMARY:

Our Client Service Department consistently strives for service excellence. The Executive Office Administrator is a critical role and we are looking for someone who is outgoing, friendly, organized and committed to providing our clients and advisors with an exceptional customer service experience.  

This position requires 5 days of in-office work in our Indianapolis, IN office. This is a full-time, non-exempt position.

 

DUTIES AND RESPONSIBILITIES:

• Client Interaction: Deliver exceptional service experiences by greeting and assisting clients and guests, addressing their service requests, and managing appointments with professionalism.
• Reception and Mail Management: Receive and route all deliveries to the appropriate recipients. Handle daily mail by receiving, opening, sorting, and preparing internal mail for distribution.
• Conference Room Maintenance: Regularly clean and maintain conference rooms to ensure they are ready for meetings and events.
• Calendar Management: Oversee and coordinate calendars for advisors, ensuring all appointments are scheduled, confirmed, and supported with necessary materials.
• Office Refreshments: Prepare and stock refreshments daily. Provide snacks, beverages, and meals as needed for office staff and clients.
• Phone and Communication Management: Direct incoming client phone calls to the appropriate departments and ensure efficient communication flow within the office.
• Office Supplies Management: Monitor and manage office supplies, ensuring inventory levels are maintained and restocked as needed.
• Facilities Assistance: Assist with addressing facilities-related issues and tasks, ensuring a well-functioning and comfortable office environment.
• Administrative Support: Provide support to Operations and Client Service teams with various administrative duties and tasks.
• Executive Support: Provide general executive administrative support, including scheduling, correspondence, coordination, and preparation of materials for senior leadership as needed
• Process Improvement: Proactively suggest and implement process improvements to enhance efficiency and effectiveness within the office.
• Quality Focus: Maintain a high standard of work quality and accuracy, consistently demonstrating Allworth’s guiding principles.
• Proactive Attitude: Embrace a go-getter attitude, taking initiative and demonstrating a strong commitment to excellence in all aspects of the role.

 QUALIFICATIONS:

• Excellent organizational and multitasking skills
• Strong interpersonal and communication abilities
• Proficiency in office software and technology
• Ability to work independently and as part of a team
• Attention to detail and commitment to quality
• Passion for excellent service and client satisfaction
• Excellent verbal and written communication skills
• 5+ years of general administration and phone experience preferred
• Flexibility and embraces change
• High degree of professionalism
• BS/BA degree or equivalent work experience preferred, but not required
• High School Diploma or GED required