Senior Administrative Assistant

Senior Administrative Assistant

CAPTRUST is seeking a Senior Administrative Assistant in our Brentwood, TN location. This individual will be responsible for high-level administrative support for the firm. This role will be responsible for greeting office guests, answering incoming telephone calls, directing calls to appropriate team members, caring for office employee needs, maintaining supply room and kitchen stock, maintaining basic cleanliness, interacting with vendors, managing office equipment, and other duties as needed. This dynamic role requires the ability to think critically, anticipate needs, and offer solutions to problems with a high level of professionalism and confidentiality. A meticulous attention to detail and strong organizational skills while multi-tasking are also a must.

Responsibilities

• Greet clients and visitors with courtesy and enthusiasm
• Answer phone calls with a welcoming and positive demeanor; ensure phone calls are redirected to the appropriate team member
• Process and manage incoming and outgoing communications (telephone, fax, mail, email) following firm's compliance policies
• Manage calendars, schedule meetings, activities, and appointments, including authorization and logistical coordination with facilities, security, and caterers
• Arrange travel, hotels, and transportation
• Manage contact management database, including updating and adding contact information as necessary and managing various workflows relating to prospects, referrals, COIs, clients
• Manage and maintain processes in the areas of but not limited to client birthdays, gifts and entertainment, progress reviews, wholesaler meetings
• Scan documents for electronic storage; assist with movement of documents into electronic systems (Compliance, Cap Connect)
• Prepare conference rooms for meetings, clean conference rooms after meetings
• Maintain orderly and clean lobby, front desk, conference rooms and breakroom
• Work with firm management to maintain sufficient levels of office and janitorial supplies, postage, stationery and conference room refreshments, re-ordering or purchasing as necessary
• Coordinate maintenance of office equipment and equipment supplies
• Keep copiers and printers stocked with paper and ink cartridges
• Prepare agendas for monthly office team meetings
• Manage and reconcile expense reports
• Provide general office support including copying, faxing, filing, office errands and creating documents
• Type correspondence, reports, and other documents
• Assist with planning and preparation of client events and employee events

Qualifications

Minimum Qualifications:

• 5+ years of relevant work experience
• Proficient in navigating CRM systems
• Phone skills, including Microsoft Teams; familiarity with complex or multi-line phone systems
• Proficient in MS Office (Word, Excel, Outlook, Power Point)

Desired Qualifications/Skills:

• Experience in a call center or customer service environment (preferred)
• Impeccable ability to maintain confidentiality and integrity
• Serve clients with the highest professionalism, and maintain a strong commitment to provide quality service
• Ability to handle a high volume of calls with attention to detail and a high degree of accuracy
• Prompt and effective follow-up; deadline focused
• Self-motivated with the ability to work both independently and under direction to create a positive experience for clients, team members, and strategic partners
• Exceptional organizational skills; ability to multi-task in a dynamic environment

WHAT can you expect from your career at CAPTRUST?

Our colleagues, like our clients, tend to stay with CAPTRUST for years. There's a reason for it; it's a great culture in which to work and grow. We all work together, each of us motivating those around us with our commitment to high standards. At CAPTRUST, expect a fully stocked break room, fun employee events, and a quality team surrounding you with opportunities for personal growth.

Our Employee Benefits Package shows how much we value our team. Some benefits include:

• Company discretionary bonus.
• Health, dental, and vision coverage, employer 401(k) plan and company match, health savings accounts, flexible spending accounts, and voluntary supplemental plans subject to plan terms.
• Company-paid benefits such as life insurance, short-term disability, and long-term disability, subject to applicable waiting periods.
• Paid time off (PTO) or Paid Sick Leave (PSL)

WHERE will you be working?

5314 Maryland Way #300 | Brentwood, TN 37027

Due to the nature of the role, this is not a remote or work from home position. #LI-Onsite

HOW do we build a world class organization one brick at a time?

We make it a priority to hire those who have a commitment to service, a real interest in other people, and a passion to continuously improve. Simply put: the difference at CAPTRUST is the quality of our people and depth of our bench. If you are ready to make your mark, we want to talk to you.

Are you the next brick?

To get it done the CAPTRUST Way, an individual should exhibit the following characteristics:

• Ability to build successful, collaborative, and trusting relationships
• Instinctive aptitude for consistently creating accurate, concise, respectful, and easy-to-understand verbal and written communications conveying complex information
• A strong sense of urgency about getting work done and solving problems to achieve results that benefit our clients and colleagues, even when faced with challenges
• Inherent desire to give back to our communities and enrich the lives of those around us
• An other-centered mindset
• Integrity through maintaining objectivity

EEO/Diversity Statement:

At CAPTRUST, we are committed to building and maintaining a diverse workforce and inclusive work environment where ALL colleagues feel authentically seen, respected, and supported.

CAPTRUST is committed to providing employment opportunities without regard to race, color, age, sex, sexual orientation, familial status, religious creed, national origin, ancestry, medical condition, marital status and registered domestic partner status, citizenship status, military and veteran status, disability, protected medical condition, genetic information, or any other status protected by law. CAPTRUST makes all employment decisions without regard to these protected statuses and does not tolerate harassment or discrimination. #associate

This position will remain open until filled.