Senior administrative assistant Jobs in Nashville, TN

Senior Administrative Assistant

CAPTRUST is seeking a Senior Administrative Assistant in our Brentwood, TN location. This individual will be responsible for high-level administrative support for the firm. This role will be responsible for greeting office guests, answering incoming telephone calls, directing calls to appropriate team members, caring for office employee needs, maintaining supply room and kitchen stock, maintaining basic cleanliness, interacting with vendors, managing office equipment, and other duties as needed. This dynamic role requires the ability to think critically, anticipate needs, and offer solutions to problems with a high level of professionalism and confidentiality. A meticulous attention to detail and strong organizational skills while multi-tasking are also a must. The ideal candidate is exceptionally polished, professional, friendly, and a go-getter.

Responsibilities

Responsibilities include :

• Greeting clients and visitors with courtesy and enthusiasm
• Answering phone calls with a welcoming and positive demeanor; ensuring phone calls are redirected to the appropriate team member
• Processing and managing incoming and outgoing communications (telephone, fax, mail, email) following firm's compliance policies
• Managing calendars, scheduling meetings, activities, and appointments, including authorization and logistical coordination with facilities, security, and caterers
• Arranging travel, hotels, and transportation
• Managing contact management database, including updating and adding contact information as necessary and managing various workflows relating to prospects, referrals, COIs, clients
• Managing and maintaining processes in the areas of but not limited to client birthdays, gifts and entertainment, progress reviews, wholesaler meetings
• Scanning documents for electronic storage; assisting with movement of documents into electronic systems (Compliance, Cap Connect)
• Preparing conference rooms for meetings, cleaning conference rooms after meetings
• Maintaining orderly and clean lobby, front desk, conference rooms, and breakroom
• Working with firm management to maintain sufficient levels of office and janitorial supplies, postage, stationery, and conference room refreshments, re-ordering or purchasing as necessary
• Coordinating maintenance of office equipment and equipment supplies
• Keeping copiers and printers stocked with paper and ink cartridges
• Preparing agendas for monthly office team meetings
• Managing and reconciling expense reports
• Providing general office support including copying, faxing, filing, office errands, and creating documents
• Typing correspondence, reports, and other documents
• Assisting with planning and preparation of client events and employee events

Qualifications

Qualifications include :

WHAT can you expect from your career at CAPTRUST?

Our colleagues, like our clients, tend to stay with CAPTRUST for years. There's a reason for it; it's a great culture in which to work and grow. We all work together, each of us motivating those around us with our commitment to high standards. At CAPTRUST, expect a fully stocked break room, fun employee events, and a quality team surrounding you with opportunities for personal growth.

Our Employee Benefits Package shows how much we value our team. Some benefits include :

WHERE will you be working?

5314 Maryland Way #300 | Brentwood, TN 37027

Due to the nature of the role, this is not a remote or work from home position. #LI-Onsite

HOW do we build a world class organization one brick at a time?

We make it a priority to hire those who have a commitment to service, a real interest in other people, and a passion to continuously improve. Simply put : the difference at CAPTRUST is the quality of our people and depth of our bench. If you are ready to make your mark, we want to talk to you.

Are you the next brick? To get it done the CAPTRUST Way, an individual should exhibit the following characteristics :

EEO / Diversity Statement :

At CAPTRUST, we are committed to building and maintaining a diverse workforce and inclusive work environment where ALL colleagues feel authentically seen, respected, and supported.

CAPTRUST is committed to providing employment opportunities without regard to race, color, age, sex, sexual orientation, familial status, religious creed, national origin, ancestry, medical condition, marital status and registered domestic partner status, citizenship status, military and veteran status, disability, protected medical condition, genetic information, or any other status protected by law. CAPTRUST makes all employment decisions without regard to these protected statuses and does not tolerate harassment or discrimination. #associate

This position will remain open until filled.