Administrative Assistant

Rockstar is recruiting for a prestigious full-service financial services firm that is committed to understanding client needs and providing advice beyond investments. They are equally dedicated to building a diverse workforce and inclusive culture where employees can thrive and grow professionally. The firm has earned the Great Place to Work® certification, highlighting their commitment to creating an outstanding employee experience.

In this role, the individual will be responsible for the Boston office administration and will work closely with the Operations Team to provide support for the Investment Banking Department. The role involves working on an array of tasks across a range of administrative functions and other operations initiatives. In this fast-paced role, projects will vary throughout the week, and often throughout the day. The individual will have the opportunity to explore various administrative, marketing, and other operational avenues and learn new software, laying the groundwork for solid experience in financial services operations.

What the candidate is good at:

- Client Service: Meeting and exceeding customer expectations by providing timely and attentive responses to client requests.

- Organization and Time Management: Possessing the ability to take on multiple requests at once and effectively complete tasks in a time-efficient manner.

- Initiative: Proactively identifying opportunities to enhance operational processes.

- Team-Oriented: Collaborating with team members and other departments across the organization.

Responsibilities:

As Administrative Assistant, the individual will be responsible for coordinating the Boston office operations and assisting other operations team members in New York and Atlanta. Specific duties will include:

- Front desk reception, including friendly and courteous greetings to visitors and staff, answering incoming company telephone calls, transferring calls to appropriate parties, taking messages as needed, or troubleshooting calls professionally and appropriately.

- Meeting and greeting visitors in a professional business-like manner.

- Coordinating in-office meetings, greeting and assisting clients, and ordering/serving catering as needed.

- Assisting with office tasks such as sorting, scanning, copying, emailing, filing, preparing reports, and organizing documents.

- Receiving, opening, and distributing all mail.

- Managing inventory of supplies and collateral and placing orders accordingly.

- Maintaining day-to-day vendor relationships (i.e., building management, copier, etc.).

- Assisting upper management with travel, scheduling, and expense reporting.

- Supporting and collaborating with other administrative professionals and assisting Management and Staff with administrative/operational tasks as requested.

- Ensuring the office is presentable at all times.

- Handling sensitive or confidential information with confidentiality, restraint, and tact.

- Maintaining systems that enable the firm to operate efficiently (i.e., data entry, updates to internal systems, lead tracking in the customer relationship management (CRM) tool).

- Assisting teams in assembling pitchbooks and gathering collateral.

- Assisting the marketing department with website updates.

- Providing conference and event support, including planning, managing invitation lists and RSVPs, shipping marketing materials, event setup and breakdown, etc.

What the candidate has:

- Bachelor’s degree preferred.

- Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint required.

- Interest in learning WordPress, Adobe InDesign, and Photoshop is a plus.

- Working knowledge of Salesforce.com is a plus.

- Excellent interpersonal, verbal, and written communication skills.

- Detail-oriented and well-organized.

- Enthusiastic, self-motivated personality.

- Ability to toggle between a fast-paced environment and a quiet, project-focused setting.

- Ability to work in a team environment and independently manage multiple projects.

- Ability to complete administrative tasks with accuracy and meet required deadlines.

- Ability to follow instructions and remain committed to working until task/goal is completed.

- Ability to problem-solve and propose solutions.

- Ability to adapt to frequent changes, unexpected events, and manage competing demands.

- Willingness to learn the middle market investment banking industry.

- Ability to quickly learn in-house database and systems applications.

- Ability to travel as may be required (5%).

- Reliable attendance and punctuality are critical to successful performance in this role.

Why work for them?

Benefits:

The firm believes that its employees are the key to what makes a great company. Although work makes up a large portion of an employee’s life, they believe that a balance between work and non-work activities is essential to maintain quality performance and a positive work atmosphere. They offer a competitive package including Paid Paternal Leave, generous Paid Time Off, eligibility for a $2,000 referral bonus, and a Professional Development Assistance Plan designed to help employees make the most of their life at work and at home—today and in the future. Explore further.