Administrative Associate

At Greenspring, our Core Purpose is “to help every person live their ideal life,” and we are looking for talented people who share this passion. Working at Greenspring gives you the ability to:

• Own Your Future with defined career paths and tools, coaching, and support to help you create the future you want
• Be Part of a Great Culture where you’ll be a part of a team of people who are committed to each other’s success
• Make a Lasting Impact on the lives of our clients and through the camaraderie of working for a common goal with your peers

The Administrative Associate will work in conjunction with the Chief Operating Officer (COO)/Chief Compliance Officer (CCO) and the Senior Technology Analyst to manage the client hospitality, maintain the office, and assist the CCO on regulatory compliance. The Administrative Associate manages all aspects of client reception and firm hospitality: greeting and directing clients and other visitors; screening and routing phone calls in a courteous, professional, and friendly manner. The Administrative Associate also manages the office, making sure that it is operating smoothly and that inventory is stocked. Additionally, this role will assist the CCO with client-related tasks.

Relocation assistance is not available for this position. Candidates must be authorized to work in the U.S. and be located within commuting distance of New York City, or be willing to relocate independently.

Responsbilities

The responsibilities listed below are intended to describe the general nature and level of work being performed; it is not an exhaustive list of all responsibilities, and additional duties may be assigned.

Office Management

• Answer phones and front door
• Manage building services and vendor management (FedEx, etc.)
• Overall appearance and maintenance of kitchen/office/meeting rooms
• Confirm all visitors have been registered with building security
• Maintain supply of all office and kitchen supplies
• Coordinate firm entertainment/events and gifting to clients

Team Support

• Client mailings, such as performance reports, newsletters and as-needed mailings
• Set up conference rooms (if applicable, tailor to client)
• Save monthly newsletters and disperse to the team
• Send faxes and scan documents (large documents and client statements received in mail)
• Assist with client and office scheduling (including client seminars)
• Assist Client Service Team as needed
• Point person for several software applications used by firm
• Assist CCO with detailed tasks

Compliance & Technology

• Phone System oversight
• Assisting with basic troubleshooting (printers/scanners)
• Assist CCO with compliance tasks
• Ad hoc projects

Specific Measures of Success

• Quickly responds to requests and resolves open tasks
• Proactively eliminates obstacles before they become issues
• Demonstrates efficiency in working with multiple stakeholders across multiple sites by leveraging firm resources and tools
• High degree of pride in the accuracy and quality of your work product

Industry/Business Experience and Education

Minimum 1-3 years in an administrative role at a professional services firm and/or comparable setting. A two or four-year college degree is preferred.

Skills and Knowledge

• Always focused on client needs and customer service
• Detail-oriented and methodical
• Demonstrated problem-solving abilities
• Follows up and follows through
• Exceptional organizational skills with a proven ability to multitask and manage multiple projects
• A team player with good interpersonal skills and the ability to build partnerships across all levels of the organization.
• Excellent oral and written communication skills
• Ability to excel in a fast-paced, changing environment
• A self-starter who is assertive, proactive, independent, flexible, and accommodating
• Proficient in most Microsoft Office applications and Adobe Acrobat. Comfortable learning and navigating new technology and software applications.

Requirements/Additional Information

• The annualized starting base salary range for this position is $65,000 based on experience, with the opportunity to earn a discretionary annual bonus of up to 10% of earnings. This is a non-exempt position. Overtime is paid in accordance with applicable law.
• This individual will report to the Senior Technology Analyst and COO/CCO.
• The first 90 days will include an extensive onboarding/training program.
• After the first 90 days, and with manager approval, the candidate will be eligible for a hybrid work arrangement— allowing a specified number of remote workdays per month in accordance with the firm’s hybrid work policy.

Firm Profile

Greenspring is consistently ranked as one of the country’s leading independent advisory firms. We look to hire talented individuals with leadership potential, integrity, a sharp analytical mind, creativity, and the ability to work interdependently with others. We offer a competitive compensation package including:

• Health, Dental, and Vision Insurance Offered
• Health Savings Accounts and Flexible Spending Accounts
• 401(k) Plan with employer match and discretionary profit-sharing contributions
• GREEN Units (equity ownership in the firm after two years)
• Paid Time Off Volunteer PTO
• Sabbatical after 7 years of service
• Paid Short-Term and Long-Term Disability Insurance
• Paid Group Life Insurance
• Employee Assistance Program
• Free financial planning and investment advice
• Annual professional development stipend for continuing education, courses, conference attendance, etc.
• Cellphone reimbursements
• Matching Gifts Program
• Stand-up desks, dual computer monitors, and team engagement events
• Pre-tax commuter benefits