As our Administrative and Operations Associate, you're the heart of our Allium team and play a crucial part in keeping the team organized and operating efficiently. Your responsibilities include greeting and communicating with clients, assisting our client operations team and supporting our office vendor relationships. You should have a proactive approach and be capable of independently overseeing diverse tasks and demands.
Essential Job Duties
• Provides back-up administrative support to other departments as necessary.
• Answers main phone number, directs phone calls to appropriate contact, and answers inquiries.
• Greets and directs clients and visitors, provides assistance as needed.
• Manages the firm calendar including the conference room and den calendars.
• Manages incoming and outgoing mail, including scheduling deliveries and pickups.
• Manages the admin@alliumfinancial and info@alliumfinancial emails.
• Opens and closes the office daily.
• Orders and maintains office supplies and equipment.
• Manages relationships with office vendors.
• Champions and maintains the CRM database.
• Notarizes client documents.
• Gives and Receives Gifts on behalf of an advisor.
• Assists the operations team with K1s, alternative sub-docs, capital calls, maintaining the operations inbox.
• Assists with onboarding new staff, including workspace setup and access to office systems.
• Assists in organizing company-wide events, meetings, and functions.
• Performs other duties as assigned.
Supervisory Responsibilities
This position does not have any supervisory responsibilities.
Qualifications
Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to the safety or health of employees or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.
Education & Experience
Formal education is not a requirement of this role. This position requires three years of related experience in the financial industry. An equivalent combination of education, training, and experience may be used to satisfy these requirements.
Certificates, Licenses, and/or Registrations
This position requires the candidate to be a notary public in Oregon, or the ability to become a notary public in Oregon with 180 days of hire.
Travel Requirement
This position does not require travel.
Knowledge, Skills, & Abilities
• The ability to pay close attention to accuracy and precision in work tasks.
• The ability to plan, organize, and execute events, meeting, or conferences.
• The ability to organize and maintain an effective and efficient work environment.
• The ability to establish and maintain positive relationships with colleagues, clients, and stakeholders.
• The ability to effectively manage one's time and prioritize tasks to meet deadlines and achieve goals.
• The ability to work in a high-volume office with many interruptions throughout the day.
• The ability to identify, evaluate, and manage relationships with external vendors or suppliers.
Physical Demands & Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.
• Prolonged periods sitting or standing at a desk and working on a computer.
• Must be able to occasionally lift, carry, push, and/or pull up to 20 pounds.
• Communicates regularly throughout the day via email, messages, and phone calls.
• Performs repetitive tasks such as typing or data entry.
• The typical noise level is moderate.
Benefits
- Medical, Dental and Vision Insurance
- 401k Contribution
- LTD and STD Disability
- Tech Allowance
- 20 PTO Days and Paid Holidays
