Overview
Senior Office Specialist (Part-Time) Jobs in Lake Forest, CA at City of Lake Forest, CA
We’re Hiring:
Administrative Associate and Office Coordinator
(Raleigh)
Balentine is seeking a dynamic individual to serve as the Administrative Associate and Office Coordinator (AA/OC). The AA/OC role is part of a growing and fast-paced team in our Raleigh, North Carolina Office. By providing critical support to this growing office, this person plays a significant part in the success and well-being of the organization.
The successful candidate must be technologically savvy, proactive, efficient, and able to display a high level of professionalism and confidentiality at all times.
Responsibilities
The ideal candidate will understand that a great attitude and efficiency in technology and task management will be key drivers for success. We expect this person to, with training, perform the following responsibilities:
Office Coordination
Monitor and order inventory for office and break room supplies
Coordinate with external vendors and service providers for timely deliveries and servicing
Oversee office supply expenses and work with the Office Coordinator in Atlanta to support vendor relationship management needs
Assist Human Resources with coordinating employee engagement events and employee gifts for the Raleigh office
Assist Human Resources and IT with onboarding and offboarding an employee’s workstation, technology setup, and other as-needed tasks
Liaise with the IT team in Atlanta if any issues arise in Raleigh
Welcome clients and visitors into the office and reset meeting rooms after use
Submitting work orders and scheduling repairs for general office space and equipment
Manage phone calls and correspondence (mail and packages)
Follow all opening and closing duties for the office
Maintain cleanliness and organization of all communal spaces
Administrative Support
Track and manage corporate and personal expense reports for Raleigh’s Relationship Managers, ensuring accurate documentation and adherence to company policies
Generate and distribute monthly statements and quarterly reports as needed
Ensure all K-1s are in an accessible area for the client and/or CPA
Be cross-trained on the following responsibilities to provide assistance to the Administrative Associate Team when needed and to be the back-up coverage when they are away:
o Full calendar management, including arranging internal and external meetings
o Coordinate logistics of meetings, including preparing agendas, taking meeting minutes, distributing action items to relevant parties, and ordering catering when necessary
o Coordinate travel arrangements, including flights, accommodations, transportation, and itineraries
o Prepare, print, and bind any requested meeting materials while adhering to the company’s branding guidelines and standards
Miscellaneous
Store all materials and notes in an organized manner using Balentine’s cloud-based filing system, Box
Input and maintain correct records in Balentine’s client relationship management system, Salesforce
Provide task-level project support on an as-needed basis (e.g., mass mailings, binding meeting materials)
Continuously improve skills and knowledge relevant to the role through training, workshops, and self-paced learning
Assist the Marketing Team with any office coordination when an event is being held in Raleigh
Any other duties as assigned as it relates to the administrative support teams
Qualifications
Bachelor’s degree
2 years of similar experience
Proficiency in the Microsoft Office suite, especially Outlook, required
Experience with Adobe, Box, Concur, and Salesforce a plus
Competencies
While we acknowledge there can be multiple approaches to a job well done, the below competencies outline some of the characteristics that we expect to contribute to the success of this position.
+ Professional and Courteous
Ability to maintain uncompromising levels of confidentiality
Ability to interact with all people in a polite manner and positive attitude
Ability to have a positive impact on the people around you
+ Emotional Intelligence and Interpersonal Skills
Ability to read and connect with people and respond accordingly in varying situations
Ability to recognize own and others’ emotions and use them to create positive interactions
+ Organized and Productive
Ability to structure responsibilities and tasks to eliminate wasted time and efforts
Ability to manage multiple projects and competing priorities without missing deadlines
Ability to self‐manage, prioritize, and produce quality work in both individual and team environments
+ Calm Under Pressure / Unflappable
Ability to respond calmly and maintain performance standards in a busy office setting
Ability to maintain high service standards and problem-solve effectively when faced with new challenges
+ Adaptable and Reliable
Ability to remain unperturbed by changing priorities and conditions
Ability to shift concentrations throughout the day
Ability to always arrive on time and prepared
Compensation
Balentine offers a competitive compensation package, including an attractive base salary and benefits.
Company Overview
Balentine LLC is a boutique wealth management firm with $8B of Assets Under Advisement and growing. Built on integrity and a commitment to provide a fiduciary standard of care, our firm was founded by, and continues to attract, a world-class team of driven and dedicated individuals. At Balentine, everything we do prioritizes our clients and employees. We have assembled an exceptional team that values relationships as well as results and have created an environment where motivated people flourish.
Balentine’s culture reflects a collaborative and diverse workforce driven by excellence and a commitment to lifelong learning. We deeply value our culture, and it is at the core of all that we do.
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Title: Senior Office Specialist (Part-Time)
Company: City of Lake Forest, CA
Location: Lake Forest, CA
