Administrative Coordinator

Administrative Coordinator, Redwood City, CA (full-time, direct hire, onsite 4 days per week/remote 1 day per week).

The Administrative Coordinator will provide direct administrative support to executive officers and provide indirect coverage for other members of the team.

Competitive salary based on experience, education and skillset, discretionary bonus potential and excellent benefits including 401k with outstanding company contribution!

• Executive / admin support experience and / related experience within the financial services industry highly preferred.
• Bachelor’s degree required.
• Proficiency in Microsoft Office (e.g. Excel, Word, PowerPoint, and Outlook)
• Ability to perform in fast paced environment
• High level of attention to detail
• Ability to effectively work with senior level individuals throughout the firm
• Excellent organizational skills; detail oriented
• Strong time management skills; ability to prioritize multiple tasks efficiently
• Resourceful and able to handle multiple and changing priorities
• Proactive in following up on details, anticipating issues, and closing loops on all requests
• Must have excellent phone manner and a strong customer service focus in a time sensitive environment
• Ability to exercise discretion when managing confidential information
• Must be teamwork oriented and be able to work independently with minimal guidance in a fast-paced environment.

• Schedule internal and external meetings and conference calls, coordinate conference room, catering, etc.
• Anticipate full range of needs for client visits and coordinate internally as appropriate
• Provide phone coverage for members of the team as needed
• Answer, screen and route high volume of time sensitive phone calls; communicate accurate and detailed messages
• Coordinate external domestic / international travel arrangements, including flight, hotel and ground transportation in line with the firm’s expense policies
• Process travel & entertainment reports and reimbursements
• Serve as key liaison for the team with internal groups and support areas across the firm
• Maintain, organize and review calendar entries for all managers. Resolve or escalate calendar conflicts as needed
• Help coordinate ad hoc projects (e.g. client events)