Office Manager-Investment Advisory

Fast-paced investment advisor seeks an Office Manager to join their team in New York City.Duties:1. Conference Room and Pantry Maintenance· Conference Rooms:o Ensure rooms are tidy and stocked with necessary supplieso Check AV equipment functionality regularlyo Coordinate with the building's maintenance team for any repairs· Pantry Maintenance:o Restock coffee, tea and other pantry items dailyo Monitor inventory and place orders as needed (see Purchasing section)o Ensure appliances are in working order and coordinate repairs when necessary2. Purchasing and Inventory· Office Supplies:o Maintain inventory of office supplies, including pens, paper, and printer ink, notepads, document binding materials, etc.o Place orders when stock runs low · Fruit and Coffee:o Order beverages weekly or as needed from COFFEE vendoro Manage weekly Fresh Direct order3. Building Access and Visitor System· Visitor System:o Enter visitor details into the building's PRISM system in advance of their arrivalo Provide visitors with instructions on accessing the officeo Greet visitors and escort them to conference rooms· Employee Access Cards:o Create and activate access cards for new employeeso Deactivate cards for departing employeeso Coordinate with building security for any issues4. Onboarding and Offboarding· Onboarding:o Prepare welcome kits (access cards, office supplies, etc.)o Set up the workspace with necessary equipment (e.g., laptop, monitor)· Offboarding:o Collect access cards and other company propertyo Ship employee Items home5. Employee Events/Academy· Planning and Execution:o Coordinate logistics (venue, catering, invitations) for employee eventso Manage event budgets and ensure timely communication with all attendeeso Partner with the HR team for team building or recognition events6. Mail· Open all incoming mail and ensure it gets delivered to the appropriate departmentPRIVATE WEALTH SUPPORT1. Administrative· Answer calls for top executives.· Coordinate in-person client meetings:o Schedule conference rooms, register guests into Prism building security system, meet and greet guests upon arrival.o Purchase, or order food for meetings, set up conference rooms for beverage service and food consumption. Client out silverware, mugs, glasses, and plates. Clean up after meeting.· Send Federal Express packages to clients often with a return label back to the company when a client needs to sign and/ or complete a document(s).· Review presentations for client meetings for typos and print and bind presentations.2. Client Service· Enter clients/advisors into Salesforce and update contact information as needed.· Send out most of the secure emails for the team and download the secure emails we receive as well.· Work on monthly and quarterly deliverables that requires coordination with ICs, PWAs, Banking and then gets sent to clients.· Assist manager with new account onboardings and account changes, including updating fee schedules and coordinating with the client, filing IMAs and IPS'.· Assists on inquiries relating to Client Private Bank clients.· Deposit checks on behalf of Client Private Bank clients. Walk them over to Lexington and 53rd building to deposit.· Send out quarterly and ad hoc e-mails blasts to clients via MailChimp.· Point person on sending out and managing incoming 1099 Tax documents for Client Private Bank clients.· Mail or send via ShareFile 20 quarterly letters to clients who don't receive email letter.· Mail hardcopy monthly statements to 26 clients.3. Office Management Responsibilities· Support Office Management when needed or any other departments on an ad hoc basis.o Duties include presentation binding, entering guests into building security system, reserving conference rooms, greeting guests, and ordering food for meetings, etc.o Help with office mail as needed.· Notarize documents for other groups and any documents for clients.