Job Description
DUTIES AND RESPONSIBILITIES:
- Provides full-time reception coverage Monday – Friday from 8:00AM – 5:00PM, with one-hour lunch break, and in the office 4 days a week (Monday-Thursday) including flexibility in working hours when needed. Daily tasks include: answering phones, greeting & assisting visitors and staff, ordering and stocking all kitchen and office supplies, maintaining office and kitchen equipment (copiers, refrigerators, coffee and water dispensers, etc.) updating phone lists, routing e-faxes, sorting and distributing express mail packages and incoming and outgoing mail.
- Coordinates meeting logistics, including approving conference room schedules, ensuring proper room set up & clean-up, securing guest building passes, issuing temporary & permanent badges, ordering meeting meals, coordinating guest offices, and other admin assistance as required.
- Supports the general administrative and office needs with tasks assigned by the SMD. Supports the marketing and human resources departments and other senior management with preparing, updating, printing/binding presentation materials for client meetings, new hire orientation, board presentations and special projects as assigned.
- Assists the HR Director with new hire onboardings and employee terminations including office set-up/cleanup, ordering badges and business cards, various new hire trainings, updating the general office procedural manual, CFA certificate framing, subscriptions (WSJ, FT), and shipping personal belongings and deactivations for terminations.
- Prepares, proofreads, distributes and maintains assigned correspondence, reports and presentations for projects requiring knowledge of circumstances and company/departmental policy. Independently records, prepares and distributes information as assigned.
- Assists personnel with travel planning and expense submissions through Concur, when needed.
- Independently manages and resolves all Office Services and facilities issues during the day-to-day operation of the office, identifying critical matters and escalating more complex situations to the SMD when necessary. Acts as the primary contact for all departments as well as being the primary contact with outside vendors and building management.
- Manages facility-related requests including coordination of office moves, maintenance of existing space, and updating floor plans; arranges purchases, installation, and maintenance of office equipment. Independently records, prepares and distributes information as assigned. The SMD will provide back-up support to the O/M when necessary.
- Files Chicago business license renewals/officer changes, coordinating details with Virtus’ Legal Dept.
- Maintains D&P vendor files and contracts, and Virtus’ due diligence databases.
- Provides backup for the Record Maintenance Program (see DRBP Plan).
- Provides backup to the Office Services Coordinator and audits the invoice submissions for A/P functions as needed.
- Performs other duties as requested by the SMD or other senior management.
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required for the position. Other duties may be assigned from time to time by management.
MINIMUM QUALIFICATIONS: (education, experience, certifications, licenses & skills required)
- High School Diploma and/or vocational, technical, or business school coursework, and 3-5 years of office management or facilities work experience required.
- Detail-oriented with the ability to work independently, manage multiple projects simultaneously, handle interruptions and constructive coaching, establish priorities, and proceed with objectives without supervision.
- Strong communication, organizational, analytical, interpersonal and time management skills, with an ability to create and proofread correspondence and presentations and interface with clients.
- Strong PC skills with intermediate proficiency using MS software (Outlook, Word, Excel & PowerPoint) and internet research capabilities to provide summarizations and presentation of findings.
- Knowledge of modern business terminology, with the ability to comprehend new company-specific terminology and policies & procedures to respond to inquiries appropriately.
- High energy, positive “can do” attitude, demonstrating flexibility and teamwork.
PHYSICAL REQUIREMENTS:
- Willingness to work in the office 4 days a week within a hybrid work environment (i.e., combination of in-office and remote work), with the ability to work flexible hours and/or overtime when required.
- Ability to remain in stationary position at least 50% of the time.
- Ability to operate a computer and perform repetitive motion activities.
- Ability to physically lift a minimum of 10 pounds.
BASE SALARY: $78,000 to 85,000/annually.
