Administrative Assistant

Harvard Resource Solutions/Venteon is seeking an Administrative Assistant for their financial client in Birmingham.

Salary Range : 65K - 100K ( Based upon experience and education)

In office

8:00am - 5:00pm

Client offers great benefits and bonus potential.

Position Summary

The Administrative Assistant will support operational, administrative, and executive functions, in addition to serving as the office receptionist. This role requires exceptional organizational skills, a professional demeanor, and the ability to handle a wide variety of responsibilities in a fast-paced environment. This is a highly visible role that combines traditional receptionist duties with broader administrative responsibilities, including document management, travel and event coordination, and executive support.

Key Responsibilities:

Your responsibilities will include, but are not limited to:

Reception & Office Management

• Serve as the first point of contact for guests, ensuring a professional and welcoming environment.
• Answer and route all incoming phone calls in a timely and professional manner.
• Handle all mail and delivery courier services.
• Maintain a clean and organized front office and shared spaces.
• Order and maintain inventory of office supplies, beverages, and snacks.
• Support facilities management tasks.

Document & Fund Action Management

• Download, organize, and manage financial reports, transaction materials, and annual meeting documents from investment fund portals.
• Track and coordinate proxy votes, fund amendments, and other fund-related action items to ensure timely execution by relevant team members.

Travel & Calendar Support

• Coordinate travel logistics for employees and executives, including flights, lodging, and conference and annual meeting registrations.
• Manage executive calendar activities and meeting scheduling.

Event & Meeting Planning

• Organize internal and client meetings, lunches, and firm celebrations.
• Plan and coordinate logistics for Sturbridge Capital’s annual meetings, including scheduling, travel arrangements, venue coordination, and client registration.
• Assist with preparation of meeting materials and presentation books.

Executive Support

• Assist the CEO with business and occasional personal tasks.
• Support the VP of Operations with business continuity planning and IT related items.
• Pick up lunch for executives and other employees as needed.
• Potentially provide support to members of the senior team.

HR & Employee Support

• Support onboarding procedures for new hires.
• Provide assistance with benefit-related inquiries and employee support tasks.
• Track employee vacation schedules.

Finance & Expense Management

• Monitor and manage day-to-day office expenses and budget-related items.

Qualifications

• Four-year college degree.
• 3 years of experience in an administrative, receptionist, or office management role preferred.
• Experience in financial services is a plus.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience with Cvent is a plus.

If you are a high performer and would like to work for an equally high performing company and you think the above opportunity is appropriate for you, we invite you to apply to this job and email your resume to rrice@hrsus.com

We treat all resumes with strict confidentiality. We will always contact you first before submitting your resume to our client(s) for review. If you do not receive correspondence, you are not a fit for this position.

At Harvard Resource Solutions, our talent acquisition team is proud to provide our clients with the most qualified Administrative & Clerical talent in the industry today.