POSITION OVERVIEW
NorthCoast Asset Management, a Division of Kovitz Investment Group is looking for an Office Manager to join our team in their Greenwich, CT office. The role is responsible for coordinating and overseeing all office-related tasks and responsibilities to ensure that our office is operating efficiently and smoothly. This role will also provide ancillary support to satellite offices, in addition to providing administrative support to the executive, marketing and operations teams. Ideal candidates will have strong communication skills, the ability to multi-task and experience in the financial services industry.
PRIMARY RESPONSIBILITIES
OFFICE MANAGEMENT
- Manage the Greenwich, CT office to ensure daily operations run successfully
- Reception responsibilities, including answering the main phone line and greeting visitors
- Ensure office supplies and kitchen offerings are properly stocked
- Maintain and ensure the kitchen and conference rooms spaces are tidy and in good working order
- Receive deliveries, sort incoming mail, and manage all outgoing mail
- Identify opportunities for process and office management improvement, including design and implementation of new systems or procedures
- Serve as the first point of contact to employees for office-related needs, including satellite offices
- Function as the liaison between our office and building management (communicate building announcements, handle service requests, coordinate custodial services, etc.)
- Partner with leadership and direct coordination for office-related changes, including acquisition of new office space, including new space acquired via M&A and updating furniture and equipment
- Maintain the office seating chart, proactively planning for moves, new employee arrivals and contact information
EXECUTIVE ASSISTANT
- Work with leadership to report expenses related to catering, office supplies, and events
- Management of conference room and hoteling reservations, in addition to client meeting needs (i.e., catering, meeting materials, guest registration, parking options, etc.)
- Assist with external and internal employee event planning
MARKETING
- Quarterly client paper statement distribution
- A-client welcome package distribution
- Holiday gift and card distribution
OPERATIONS
- Work with customer service advisors and operations team to coordinate all aspects of client onboarding and ongoing account support.
- Process client paperwork (including communicating directly with clients to obtain all information needed)
- Other responsibilities as may be assigned.
PREFFERED SKILLS AND EXPERIENCE
- A positive attitude and high energy level
- Proactive communication and follow-up.
- Relevant experience working as an office coordinator or administrative assistant roll
- Relationship oriented, have experience building connections with a variety of stakeholders including the employee population, leadership, and external vendors
- Resilient and adaptable able to pivot when necessary and move forward with a can-do attitude
- Microsoft Office competency (Outlook, Word, Excel)
- Experience using DocuSign and Salesforce a plus
