What's This Job All About?

Provide world class service to external clients and assist with coordinating the efforts and workflow of the Client Centric Teams while providing high-level support, comprehensive, pro-active service to external clients, business development team and managing director to further retention and growth of the market's client base. Maintain a positive image of Greenleaf Trust throughout the community. Individuals are responsible for daily independent decisions related to servicing and managing both internal and external client relationships.

What You'll Be Doing

Reception Area and Client Care

• Reception area support and phone coverage to ensure reception area runs smoothly and calls are handled timely
• Ensure every call is handled in a courteous and professional manner
• Greet guests and determine nature and purpose of visit
• Responsible for directing inquiries accordingly
• Plan for accommodations for scheduled guests (water, coffee, coats, etc.)
• Assist with safekeeping of information for team use and update it regularly (contact information, front desk procedures, etc.)
• Ensure front desk premises are kept clean and organized at all times
• Comply with all company policies, procedures and guidelines as they relate to call handling, client service standards and guest relations
• Assist with client events hosted and actively participate in event-driven marketing events
• Perform effectively and positively in times of high volume and traffic flow
• Sort and process mail; coordinate UPS delivery/pickup
• General administrative support for the organization as needed

Security/Office Maintenance

• Collaborate with security personnel to ensure guests/vendors/maintenance workers have guest passes
• Ensure maintenance of the building, intercoms, doors and security cameras, notifying the appropriate personnel in the event of a malfunction

Office Coordination/Management

• Schedule and organize meetings, travel, and assist with organizing department activities for all members while maintaining the Greenleaf Trust culture in each event and interaction
• Manage the Grand Rapids Calendar to include events, client meetings, team member vacations and meetings and anything else impacting the usage of the building space
• Manage and monitor client parking by ensuring appropriate parking is available and paid
• Coordinate GR-based employee monthly parking across various venues and vendors
• Office and kitchen supplies management
• Provide general, and administrative support ("back-up") for any appropriate position or function within Greenleaf Trust
• Handle both confidential and non-routine information while providing administrative duties in support of the Client Centric Team, Family Office Team, and Managing Director
• Maintain appropriate communication with all team members
• Participate as an impactful member of assigned workgroups and projects as assigned

Continuing Education

• Participate in continuing education opportunities to remain current with new processes and procedures, as well as relevant developments in the industry

Security Responsibilities

• Employees are required to comply with all information and physical security policies and procedures
• Recurring training on information and physical security policies will be provided throughout your period of employment. Participation in these trainings is required
• Refer to the Personnel Information Security Guide and the Information Security Policy Manual for further guidance on information security responsibilities and expectations

All other duties as assigned

What You Need for this Position:

Bachelor's Degree preferred, and a minimum of three years of professional office experience delivering consistent and positive first impressions or equivalent education and experience. Financial services experience preferred, but not required.