Office Manager-Investment Advisory

Fast-paced investment advisor seeks an Office Manager to join their team in New York City.

Duties:

1. Conference Room and Pantry Maintenance

· Conference Rooms:

o Ensure rooms are tidy and stocked with necessary supplies

o Check AV equipment functionality regularly

o Coordinate with the building's maintenance team for any repairs

· Pantry Maintenance:

o Restock coffee, tea and other pantry items daily

o Monitor inventory and place orders as needed (see Purchasing section)

o Ensure appliances are in working order and coordinate repairs when necessary

2. Purchasing and Inventory

· Office Supplies:

o Maintain inventory of office supplies, including pens, paper, and printer ink, notepads, document binding materials, etc.

o Place orders when stock runs low

· Fruit and Coffee:

o Order beverages weekly or as needed from COFFEE vendor

o Manage weekly Fresh Direct order

3. Building Access and Visitor System

· Visitor System:

o Enter visitor details into the building's PRISM system in advance of their arrival

o Provide visitors with instructions on accessing the office

o Greet visitors and escort them to conference rooms

· Employee Access Cards:

o Create and activate access cards for new employees

o Deactivate cards for departing employees

o Coordinate with building security for any issues

4. Onboarding and Offboarding

· Onboarding:

o Prepare welcome kits (access cards, office supplies, etc.)

o Set up the workspace with necessary equipment (e.g., laptop, monitor)· Offboarding:

o Collect access cards and other company property

o Ship employee Items home

5. Employee Events/Academy

· Planning and Execution:

o Coordinate logistics (venue, catering, invitations) for employee events

o Manage event budgets and ensure timely communication with all attendees

o Partner with the HR team for team building or recognition events

6. Mail

· Open all incoming mail and ensure it gets delivered to the appropriate department

PRIVATE WEALTH SUPPORT

1. Administrative

· Answer calls for top executives.

· Coordinate in-person client meetings:

o Schedule conference rooms, register guests into Prism building security system, meet and greet guests upon arrival.

o Purchase, or order food for meetings, set up conference rooms for beverage service and food consumption. Client out silverware, mugs, glasses, and plates. Clean up after meeting.

· Send Federal Express packages to clients often with a return label back to the company when a client needs to sign and/ or complete a document(s).

· Review presentations for client meetings for typos and print and bind presentations.

2. Client Service

· Enter clients/advisors into Salesforce and update contact information as needed.

· Send out most of the secure emails for the team and download the secure emails we receive as well.

· Work on monthly and quarterly deliverables that requires coordination with ICs, PWAs, Banking and then gets sent to clients.

· Assist manager with new account onboardings and account changes, including updating fee schedules and coordinating with the client, filing IMAs and IPS'.

· Assists on inquiries relating to Client Private Bank clients.

· Deposit checks on behalf of Client Private Bank clients. Walk them over to Lexington and 53rd building to deposit.

· Send out quarterly and ad hoc e-mails blasts to clients via MailChimp.

· Point person on sending out and managing incoming 1099 Tax documents for Client Private Bank clients.

· Mail or send via ShareFile 20 quarterly letters to clients who don't receive email letter.

· Mail hardcopy monthly statements to 26 clients.

3. Office Management Responsibilities

· Support Office Management when needed or any other departments on an ad hoc basis.

o Duties include presentation binding, entering guests into building security system, reserving conference rooms, greeting guests, and ordering food for meetings, etc.

o Help with office mail as needed.

· Notarize documents for other groups and any documents for clients.