Executive Assistant/ Office Manager

The Bessemer Trust office is looking for an Executive Assistant/Office Manager to join their team. This is a hybrid role where the individual will be responsible for supporting the Head of the Office (Regional Director) as well as the Client Advisors and Wealth Advisors, collaborating with our HQ Corporate Real Estate Team ensuring the office operates smoothly and collaborating with our Marketing team to coordinate local conferences and events.

Administrative Responsibilities

• Act as receptionist for the office – greet all visitors, primary for answering phone and door
• Manage calendars effectively
• Handle travel arrangements
• Prepare timely and thorough expense reports
• Review expense reports submitted to RD for approval
• Screen incoming communications and route for follow-up
• Communicate effectively with both internal and external contacts including significant prospect and client relationships
• Proof standard correspondence
• Maintain client confidentiality and information security
• Act as trusted liaison between RD and internal/external stakeholders, maintaining professionalism and confidentiality at all times
• Handle mailings, maintain contacts and create reports through Salesforce
• Organize meetings, luncheons and interviews as needed
• Coordinate and execute annual projects such as, client holiday card mailings and gift deliveries
• Assist with Compliance and Internal Audit reviews and requests
• Establish effective working relationships with colleagues and external contacts and may be asked to provide flexible support to other Managers
• Provide general support to Client Advisory, such as, performing cash management functions, assembling client meeting books, and filing correspondence and other documents in internal databases.

Marketing Responsibilities

• Partner with the Marketing team, Investment team, and Senior Management to plan and run regional events
• Plan and lead local events for both external (clients and COIs) and internal (employees) audiences
• Assemble marketing presentation materials and maintain the marketing materials supply room
• Work with presenters to ensure the presentation materials and hand outs are available on time and any audio-visual requirements are satisfied
• Attend and manage regional events on site as appropriate
• Develop post-event communication plan for each event
• Provide suggestions and problem-solving during the execution of the event
• Negotiate contracts with vendors to stay within budget.

Office Management Responsibilities

• Liaise with HQ’s HR, IT and CRE Team
• Maintain working relationship with property management for day-to-day operations reporting and resolving issues, respond and provide on-site support for after hour emergencies when needed (i.e. building shutdowns)
• Access card administration, maintain life/safety protocols, support renovation projects
• Vendor management – contracts, maintenance, cleaning, supplies, includes ordering supplies to ensure the office is well stocked.
• Hands-on approach to ensure office is always presentable, with a focus on client facing spaces
• Maintain and stay up to date on all office technologies

Qualifications

• Bachelor’s degree and a minimum of 2-5 years of prior experience as an Office Manager and/or Administrative or Executive Assistant
• Adaptable and versatile skill set
• Outstanding phone skills
• Experience with Salesforce and Microsoft Office suite (Word, Excel, PowerPoint, Outlook)
• Strong attention to detail
• Ability to quickly grasp systems/technologies used at Bessemer
• Excellent organizational skills, including the ability to handle multiple tasks simultaneously
• Thoughtful interpersonal skills and comfort working within a team
• Interest/experience in financial services
• Good working knowledge of office technology (PCs, printers, fax and copy machines, etc.)
• Exceptional oral and written communication skills

The base salary range for this position is $75,000.00 - $100,000.00 per year. This range reflects the minimum and maximum base salary we reasonably expect to pay for this role. In addition, this position may be eligible to participate in the relevant business unit’s incentive compensation plan, and other compensation programs as applicable. Eligible employees may participate in a 401(k) program with a generous profit-sharing contribution, medical, prescription dental, and vision coverage; life insurance; disability coverage; paid holidays; vacation; an…