Administrative Assistant IV

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Job description

This position will be onsite/hybrid in Beverly Hills, CA with minimum 3 days a week in the office however subject to change based on business needs. Schedule will be based on business needs however expectations are anywhere between 8am-6pm PST. Parking will not be accomodated. This candidate will be supporting 2 Portfolio Managers. Candidate must be comfomortable with a high volume & fast paced environment, and is not limited to the duties in this job description as this position is very much "role up your sleeves, when requested." This position is is client facing and will need to have extremely strong interpersonal and scheduling skills and professional attire presentation. The role involves heavy scheduling and is a central point of contact for the Portfolio Management team. Ideally this candidate has 2-4 years experience. This role is Salesforce and Finance experience is perferred but not required. Please note that the 1st interview be on video and the 2nd interview will be onsite at the Beverly Hills office which will consist of an assessment and a meeting with the portfolio team. The assessment is a set of simple questions to determine how well a candidate can write and a small excel spreadsheet which tests ability to alphabetize and or sort data and make it look clean and neat with instructions provided on how they would want it. The excel test won't have any formulas or anything. It is just a simple exercise to see if they can understand instructions and formulate a plan forward.

Duties:

Will assist with the Portfolio Management team's service delivery processes and provide outstanding client service. Assist the Portfolio Management team in solving client and advisor issues as it relates to operational and logistical inquires. Act as the primary Portfolio Management team liaison with all Operations teams including New Accounts, Billing, Performance and Client Services.

Responsibilities:

Assist with the creation and distribution of Portfolio Review Books, including printing and binding of books;

Distribute Investment Policy statements and Re-allocation Letters;

Schedule PM client review meetings;

Create and submit expense reports in a timely manner;

Answering phones and queries from clients;

Assist with Salesforce entries, leveraging Salesforce to put together client meeting calendar for PM

Minimum of 5 years' computer experience required (e.g., MS Word, Excel, Outlook, and PowerPoint).

Minimum 5 years' experience in an administrative capacity.

Excellent verbal, written and interpersonal communication skills required to communicate effectively with all levels of colleagues and clients.

Strong organizational and prioritization skills.

Previous experience working in a fast-paced, high volume, deadline-oriented environment preferred.

Experience in Investment Services experience preferred.

Must be a self-started with a 'can do' attitude.

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