This is a remote position.
FIXED SCHEDULE: 8AM - 5PM MST MONDAY - FRIDAY WITH 1HR UNPAID BREAK
The Offshore Administrator, Business Services is responsible for supporting the overall day-to-day experience of the firm’s internal and external clients. This individual is responsible for the coordination of projects, events and other activities across the business. The ideal candidate must demonstrate competence in working collaboratively with others, anticipating and responding to the needs of the team to meet the firm’s goals and objectives. The role provides effective administrative support for, and reports to, the Manager, Business Services.
KEY ACCOUNTABILITIES:
Support in day-to-day operations across the business including Operations, Insurance and Member Services.
Provides a WOW Client Experience to our external and internal clients.
Manage calendars, contact lists, expense submissions, liaise with IT
Maintain calendars/schedules to coordinate appointments and meetings.
Coordinates events for internal and external clients.
Coordinates catering needs for staff and client meetings, special events or lunches.
Is a CRM Super-User: ensures CRM database is accurate and up-to-date.
Coordinates team travel and manages related documentation.
Conducts research, compiles data and drafts various corporate presentations, spreadsheets, charts, forms, documents, and communications.
Maintain the repository of policies and ensure existing policies are kept up to date.
Other duties as assigned
FIRM CONTRIBUTION
Responsible for adhering to all compliance and regulatory requirements as set out by the firm and other regulatory bodies.
Provides internal and external clients with superior client experiences.
Champions recognition programs for clients and team members (e-cards, birthdays, Christmas etc.).
Maintains digital filing systems as required across the business.
Coordinates all travel arrangements for staff and leadership, flights, car rentals, accommodations.
Responsible for catering arrangements
Tracks and reports on Business Services KPIs.
Participates in events planning and provides support as required.
Assists with onboarding of new employees as required.
CLIENT MANAGEMENT
Embraces responsibility of a WOW client experience and builds relationships accordingly.
Acts as partner to team members in managing client requests and fulfilling client needs.
Champions both internal and external events.
Manages client mailouts, special occasion recognition such (e-cards, gifts etc.)
Maintains CRM assuring updated client information
Contributes to projects and tasks as assigned in support of the client experience.
LEADERSHIP AND TEAM DEVELOPMENT
Assists in managing logistics for internal company events and off-site Annual Team Retreat; supports external events as required.
Identifies opportunities for continuous improvements; assists in developing processes, forms and documentations for projects relevant to achieving the firm’s goals and objectives.
Fosters an atmosphere of teamwork and collaboration.
Promotes the WealthCo core values, brand, story, and capabilities.
Continually updates and expands professional knowledge.
Demonstrates, emphasizes, promotes professional and ethical conduct.
FINANCIAL and BUSINESS PERFORMANCE
Supports Operations and Finance as directed.
FUNCTIONAL COMPETENCIES
Customer Service Specialist; focused on a WOW Client Experience
Professional attitude and appearance; friendly demeanor
Proactive, self disciplined and able to demonstrate a high level of resourcefulness and productivity.
Excellent organizational skills and attention to detail
Initiative taker. Must exhibit flexibility and adaptability in a fast paced constantly evolving entrepreneurial environment.
Strong knowledge of office procedures and practices, highly organized and detail oriented; ability to handle multiple requests, prioritize and respond quickly and efficiently
Superior interpersonal communication; strong problem solving and issues management skills
Ability to work independently and with cross-functional teams; exhibits a friendly, collaborative “team oriented” approach
Identifies opportunities for continuous improvements; assists in developing processes, forms and documentations for projects relevant to achieving the firm’s goals and objectives.
Exceptional Microsoft Office computer skills (Word, Excel, PowerPoint, Outlook and SharePoint)
Strong knowledge of office procedures and practices, highly organized and detail oriented; ability to handle multiple requests, prioritize and respond quickly and efficiently.
Proven technical support skills: keen interest in technology and ability to leverage new technological developments that pertain to the role.
