Administrative Assistant

Cable Hill Partners in Portland, OR

  • Type: Full Time
position filled
Providing exceptional service to our clients starts with investing in exceptional people!
We are an independent wealth management firm committed to providing "Advice at a Higher Level" to our clients.  A contributing factor to our success is our unique team structure.  How do we build a successful team? We foster a culture of professional development, collaboration and respect. We are passionate about what we do. We have fun, we work hard and we are nice to each other. A successful team takes care of each other.  This translates to a highly competitive Total Rewards package, including a generous benefits package and a paid time off policy that reflects our commitment to a healthy work-life balance. 

The Administrative Assistant Role
The Administrative Assistant (“AA”) performs intregal duties which impact the client experience and support the day-to-day operations of CHP.  The AA is responsible for general administrative functions for the firm, primarily reception duties, and other client-facing tasks. This is a non-exempt, full-time position, reporting to the Office Manager.

Duties & Responsibilities
Perform general office duties, including answering incoming phone calls, greeting clients, mail processing and preparation of expense reports.
 Schedule and coordinate internal and external meetings. 
Work closely with Office Manager to ensure phone system functionality and act as liaison with external answering service.
 Assist with the coordination CHP events, including catering, party rentals, names tags, RSVPs and other related tasks.
 Maintain office supply inventory by taking inventory, placing orders and keeping supplies well-stocked and organized.
Perform client and prospect data entry and other account maintenance updates in the firm’s CRM. Update compliance-related logs. Ensure data accuracy and integrity and keep records current on existing and prospective clients. 
 May prepare various deliverables which directly support client service and acquisition such as meeting packets, greeting letters, presentation books, service agreements and compliance materials.  
Coordinate on-going client retention processes including anniversaries, Thank You notes, flowers and/or gifts.
 Ensure kitchen area is kept clean, organized and stocked with beverages and snacks. Maintain common areas so that they are neat and portray a professional image.
 Prepare reports and other documents as requested.
 Assist with projects as assigned.

Professional Qualifications
A minimum of two years of administrative experience in a professional setting. Expected to gain competency in industry terminology and concepts that support the job description.
Undergraduate degree preferred.
Proficiency in Microsoft Office Suite products required. 
 Salesforce experience preferred, but not required.

Skills & Attributes 
Confidentiality – Ability to maintain highly confidential information.

Collaboration – Highly collaborative and dedicated to continuous perfection of CHP’s ability to deliver superior customer service to its clients.   

Customer Service – Exceptional internal and external customer service skills. Ensures positive interactions through active listening and professional feedback.

Communication — Excellent oral and written communication skills. Projects a professional, capable image in both action and appearance. 

Integrity – Exhibits a high level of integrity through interactions with internal and external customers. Goes above and beyond to do what is right for team members and clients. 

Professionalism – Exhibits a professional and capable demeanor to clients and external affiliates. Represents CHP in a positive manner in all interactions with clients and affiliates.
Engagement – Contributes to the development of CHP through engagement and enthusiasm.  Acts on the belief that every employee contributes to the success of CHP.  Builds effective working relationships with colleagues.

Capacity – Strong time management skills, with an ability to effectively organize and prioritize tasks.  Manages heavy, time-sensitive workloads, while maintaining accuracy through a strong attention to detail.
Judgment – Skilled problem-solving, particularly for obstacles in which the next course of action is unclear.  Without hesitation, seeks guidance and direction when unsure of how to proceed.

Reliability – Understands and responds to the importance of being a dependable team member.  Arrives to work on time, keeps calendar updated and communicates barriers with team members if tasks cannot be completed on time.  Arriving to work on time and being physically present in the office during working hours is essential for this position.

Cable Hill Partners provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability or genetics. In addition to federal law requirements, Cable Hill Partners complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Cable Hill Partners expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Cable Hill Partners’ employees to perform their job duties may result in discipline up to and including discharge.

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