Receptionist / Administrative Assistant

---

Job description

Office Manager / Administrative Assistant

We are looking for an Office Manager to work in a support role with a team of Portfolio Managers, Financial Advisors and Operational Staff for Dearborn Partners, LLC.

This role will provide immersion into the day-to-day operations of Dearborn's robust and growing asset management and wealth management businesses. This is an exciting and challenging opportunity to provide client servicing to Dearborn's partner financial advisors and high net worth clients.

The Office Manager will contribute to the success of the Firm by helping to leverage the time of client-facing and operations employees by taking administrative tasks off their desks. A proactive and team-first attitude is important.

Responsibilities

The Office Manager will coordinate and oversee administrative duties in the office to ensure that the office operates efficiently and smoothly. It is the Office Manager's responsibility to facilitate a welcoming and professional environment for the firm's clients and visitors.

• Oversee and support all administrative duties to ensure that the office operates smoothly
• Perform receptionist duties: greet and provide general support to visitors; answer and direct phone calls
• Receive and sort incoming mail and deliveries and manage outgoing mail
• Monitor office supplies and order new items including stationery, furniture, appliances and electronics as required
• Liaise with facility management vendors, including cleaning, catering and security services
• Ensure that all invoices are paid on time
• Schedule meetings and appointments
• Provide other administrative support as necessary, including maintaining calendars, phone directory, travel arrangements, doing research, and creating reports
• Plan in-house or off-site activities, celebrations and conferences
• Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure
• Manage contract and price negotiations with office vendors and service providers
• Assist in the onboarding process for new hires
• Identify opportunities for process and office management improvements; design and implement new systems

Qualifications

• Bachelor's degree in business administration, communications, or a related field
• 2 years of work experience in an administrative/office management role
• Must have exceptional attention to detail
• Strong organizational and time management skills, and ability to prioritize
• Must be a self-starter and driven
• Excellent communication and interpersonal skills
• Strong problem-solving skills and analytical abilities
• Must be proficient with Microsoft Office and Google products

Hours: Monday-Friday, 8:30am - 4:30pm