Administrative Assistant

Job Description

Job Description

CORPORATE PROFILE

Ziegler is a specialty investment bank with unique expertise in complex credit structures and advisory services. Headquartered in Chicago with regional and branch offices throughout the U.

S., Ziegler creates tailored financial solutions for our clientele. Ziegler is ranked nationally as one of the leading investment banking firms in our specialty sectors of healthcare, senior living, religion, and education finance as well as corporate finance and FHA / HUD.

Ziegler serves institutional and individual investors through our capital markets professionals.

BUSINESS UNIT

Ziegler’s Senior Living Practice is focused on delivering best-in-class advisory and financing solutions for companies and organizations across the senior living and care industry.

In our core practice areas of continuing care retirement communities, independent living, assisted living and skilled nursing, Ziegler is one of the most active M&A firms offering innovative sell-side, buy-side, debt, recapitalization / restructuring, and strategic partnering services.

POSITION OVERVIEW

Provide general administrative support to the five bankers serving the West coast, two of whom are Seattle-based, and three of whom are Scottsdale-based.

Position will be part-time, approximately 20 hours per week, based in Seattle, Washington. The weekly work schedule can be somewhat flexible based on incumbent’s availability.

Responsibilities include, but are not limited to :

2%) Answer and screen incoming telephone calls. Ensure caller's relevant information and details are obtained and documented.

Act on caller's requests ensuring prompt, courteous response. Update contact’s directory information (Salesforce) as needed.

Return calls occasionally upon request.

10%) Coordinate managers' calendars in Outlook; prioritize and review meeting requests; enter all relevant meeting information;

handle all scheduling conflicts; and ensure managers are on-time and on-schedule.

10%) Arrange and coordinate weekly travel schedules. Ensure timely receipt of tickets. Review calendars to ensure hotels and rental cars have been booked where needed;

update internal staff calendar log.

20%) Complete expense claims in WorkPlace software, with high attention to detail. Ensure claims are processed through home office in expeditious manner.

Ensure any rejected expenses are followed up on with banker.

5%) Maintain all office equipment in good working order, requesting technical support / repairs as needed. Maintain adequate office supplies, including printer supplies and book binding materials.

2%) Arrange meetings, gather, and source all meeting details (location, meeting rooms, catering services, attendees' names, titles and contact details), coordinate with attendees' administrative staff, and prepare and distribute detailed agendas, meeting materials, etc.

2%) Compose, edit and type routine correspondence.

15%) Organize and maintain digital filing system. File written and verbal deal correspondence and other client, prospective client, or industry professional-oriented correspondence.

2%) Process daily incoming and outgoing mail.

5%) Maintain client and prospect databases in Outlook and Salesforce.

10%) Assist in production of proposals, presentations, and marketing books for client presentations. Compile and assemble necessary documents and materials.

15%) Organize state conferences (four), including booth reservations and furnishings, ensuring budgets are being tracked and invoices paid, acting as advertising liaison between manager, state association and Ziegler’s marketing personnel, assembling and preparing booth display materials for shipping, ensuring booth itself is shipped and received in a timely manner.

2%) Complete other projects as assigned.

PROFESSIONAL QUALIFICATIONS

Ideal candidates should meet the following requirements :

• High degree of proficiency in all Microsoft office programs including Outlook, Word, Excel, and PowerPoint.
• One to Three year's corporate administrative experience supporting mid / senior management-level employees is required.

Financial services or investment management industry experience preferred.

• Strong ability to multi-task, organize, prioritize and meet deadlines within fast-paced, demanding environment. Event planning experience is preferred.
• Must be detail-oriented, fast learner able to master procedures, assess guidelines and analyze needs quickly and efficiently.
• Excellent interpersonal, oral and written communication skills required.
• Must be flexible, independent, team player with "can-do" attitude and willingness to step-in and provide support where needed.
• Must be comfortable working independently, as senior bankers are frequently on the road and out of the office.
• Must be flexible to work extra hours occasionally.

WORKING CONDITIONS & PHYSICAL DEMANDS

Individual must be able to lift up to 10 lbs. occasionally. Work is performed in normal office environment. Occasional travel may be requested.

BENEFITS AND COMPENSATION

This is a part-time non-exempt position with an in-person office schedule.

The applicable base salary range for this role is $25-$30 per hour. The hourly pay offered will be determined on factors such as experience, skills, training, location, and education.

Ziegler is proud to be an equal opportunity workplace dedicated to pursuing and hiring a diverse workforce.