Administrative Assistant (Part-Time)

Rockefeller Global Family Office

Rockefeller Global Family Office is seeking a motivated individual to join a Private Advisor team as a Part-Time Administrative Assistant. The Administrative Assistant will work with all members of the team and will interact directly with high-net-worth clients on an everyday basis to ensure a positive and satisfying client experience. The ideal candidate is one that is thorough in their work, operates with a high attention to detail, has strong communication, organization, time management and problem-solving skills, and is driven to develop and grow in their role.

Responsibilities

• Manage all aspects of calendars and phone lines by planning and scheduling meetings, conferences, teleconferences, and travel
• Responsible for interacting with clients on an everyday basis by answering phones, e-mails and coordinating face-to-face meetings in the utmost respectful and professional manner
• Welcome guests and new hires into the office and answering/directing inquiries as needed
• Site management including space allocation and reporting, preparing for new hires, site supplies, and point of contact for onsite issues management
• Work with supporting staff to print and prepare client presentations, marketing collateral and other important materials for client-related meetings
• Prepare monthly budgeting summaries using eMoney
• Assist with organizing client-facing materials for internal team review and client meetings
• Responsible for submitting the team's monthly Travel and Expense report via Concur
• Create, maintain, and archive documents in an organized filing system
• Compile contact database to ensure contacts are accurate and up to date
• Support the team with ongoing updates to client financial plans
• Handle sensitive client data with a high level of accuracy, discretion, and attention to detail
• Provide language support for Spanish-speaking clients and families

Qualifications

• High School diploma required, bachelor's degree a plus
• Previous work experience in a similar role as an Administrative Assistant is required, minimum of 3 years
• Bilingual (Spanish/English) strongly preferred

Skills

• Demonstrates working knowledge of artificial intelligence tools and concepts, with the ability to leverage AI-driven solutions to enhance efficiency, decision-making, and business outcomes.
• Excellent interpersonal and communication skills to interact with external clients and multiple levels of staff and management.
• Detail-oriented and resourceful with excellent organizational and project-management skills.
• Exceptional ability to multitask with a strong sense of urgency and prioritize competing deadlines
• Strong verbal and written communication skills
• Experience scheduling & travel logistics through Concur
• General knowledge base of basic finance and investment principals is a plus
• High proficiency in Microsoft Office Outlook, Word, Excel and Power Point

Disclosure

Rockefeller & Co. LLC, Rockefeller Financial LLC, Rockefeller Trust Company, N.A., The Rockefeller Trust Company (Delaware), Rockefeller Financial Services, Inc. and all other subsidiaries of Rockefeller Capital Management L.P. (individually and collectively, "Rockefeller") is an equal opportunity employer and does not discriminate on the basis of race, religion, sex, gender, sexual orientation, gender identity or expression, national origin, citizenship, age, military or veteran status, marital or partnership status, caregiver status, legally recognized disability, or any other basis protected by applicable federal, state or local law ("protected characteristics").

Rockefeller Capital Management participates in the E-Verify program in certain locations, as required by law.