Administrative Service Associate

About Rockefeller Capital Management

Rockefeller Capital Management is a leading independent financial advisory firm – providing wealth management, asset management, and strategic advisory services to ultra- and high-net-worth individuals, families, businesses, and institutions. Led by President & CEO Gregory J. Fleming, the firm offers an elevated experience based on traditional Rockefeller global family office values of excellence and service.

Formed in 2018 following the acquisition of Rockefeller & Co., Inc., the firm is rapidly extending its historic brand into contemporary markets. Based in New York City, it has over forty offices in the United States and London and oversees some $112 billion in client assets.

Position

Our Southeast Division is seeking a motivated individual to join the team as an Administrative Service Associate. Under the direct supervision of the Director of Operations this position provides administrative support for the Southeast Division Operations department. The Administrative Service Associate will work independently on a variety of responsibilities including front desk reception, management, and partnership with others of various office related tasks that focus on creating an efficient and constantly client focused office and responding to complex and sensitive issues for the division. This individual will work with a diverse group of important external callers and visitors, as well as internal contacts at all levels of the organization. Independent judgement is required to plan, prioritize, and organize a diversified workload.

Responsibilities

• Front desk reception: Greet clients & answer phone; receive and route incoming phone calls; receive guests, clients, and employees.
• Responsible for providing excellent customer service by responding to all client questions and inquiries in a timely and professional manner.
• Conference Room Liaison: Manage the online booking tool. Assist employees with updating specifications of online booking tool. Manage the supply stock and cleanliness within the conference rooms, i.e., pens/pencils, notepads, flip chart supplies, etc.
• Office Services Liaison: Work closely with office services staff and vendors ensuring scope of work is delivered as it relates to guest services areas: i.e., conference rooms, general reception area, pantry upkeep, and plants.
• Organize events, as needed, and be the point of contact for all details of the event (logistics, venues, rsvp)
• On-site contact for third party vendors
• Responsible for securing third party sponsorships for office events
• Collect and create brochures of wholesaler information for bi-weekly distribution
• Coordinate in-house event marketing and create invitations for distribution
• Order office supplies for the Southeast division
• Manage the ordering of parking validations, distribution, and maintain inventory
• Provide administrative support, working in collaboration with other administrative staff
• Sort mail for distribution
• Screen and log client checks, in preparation for deposits
• Communication with AML to distribute and receive monthly reports
• Partner with Divisional Operations Team to assist with onboarding new employees to the firm as needed
• Execute special projects as assigned
• Assist as needed to create accounts for new clients
• Use available technology to appropriately improve processes
• Available to work overtime as needed

Qualifications

• 2-5 years of experience in a fast-paced customer service environment
• High school diploma required

Skills

• Strong understanding of Microsoft Office suite and Windows operating systems
• Ability to work well independently and as part of a team
• Professionalism and client service oriented
• Extremely reliable character with a demonstrated ability to handle sensitive information with complete discretion
• Ability to multi-task and prioritize
• Detail-oriented
• Accurate and timely follow up and responsiveness
• Must be able to cope effectively with deadlines and multiple demands
• Strong organizational skills with outstanding written and verbal communication skills; experienced proofreader

Disclosure

Rockefeller & Co. LLC, Rockefeller Financial LLC, Rockefeller Trust Company, N.A., The Rockefeller Trust Company (Delaware), Rockefeller Financial Services, Inc. and all other subsidiaries of Rockefeller Capital Management L.P. (individually and collectively, “Rockefeller”) is an equal opportunity employer and does not discriminate on the basis of race, religion, sex, gender, sexual orientation, gender identity or expression, national origin, citizenship, age, military or veteran status, marital or partnership status, caregiver status, legally recognized disability, or any other basis protected by applicable federal, state or local law (“protected characteristics”).

Rockefeller Capital Management participates in the E-Verify program in certain locations, as required by law.

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