Executive Assistant/Office Administrator

Job Title

Executive Assistant/Office Administrator

Job Description

About the Position

River Bend Administration is seeking a skilled, highly motivated and adaptable individual to join the organization as an Executive Assistant/Office Administrator. This position reports directly to our Chief Operating Officer. The ideal candidate will have excellent organizational skills, the ability to think proactively, and will exercise discretion and confidentiality with highly sensitive information.


What you will do

The Executive Assistant/Office Administrator will provide general administrative and documentation support to the River Bend Holdings team. This role will also provide support to ensure the efficient operations of the office space.

Responsibilities

Documentation Administration Duties
• Create and manage legal and material document records/storage systems in both electronic and hard copy; create, collect, organize and maintain complete books and records as required by law or company policies
• Maintain a listing of all River Bend entities and committees with members, officers and directors with their contact information
• Maintain familiarity with company policies and procedures and federal, state and local law, and assist with company compliance
• Act as company liaison with various departments of the larger family office including IT, HR, etc. to ensure smooth operation of River Bend
• Understand and update company policies and procedures and obtain required annual licensing renewals
• Complete insurance applications for renewal and new policies for various entities
• Create execution versions of documents for signature, assist with quality control (spelling errors, formatting, pagination, correct numbering of sections, cross-references, etc.) and coordinate execution
• Create first drafts of routine corporate and trust & estate practice documents including receipts and releases, trustee succession instruments, notices and other communications. All drafting will be based on forms or templates and reviewed by senior team members.

General Administrative Duties
• Check administrative email accounts and spam filters daily
• Open and date stamp mail and process incoming and outgoing written correspondence
• Coordinate Concur expense management
• Answer and manage incoming calls
• Assist with both private and commercial travel arrangements
• Arrange and coordinate meetings via Zoom or conference call as requested

Assistance to Accounting
• Assist with opening financial accounts and maintain master list of financial accounts
• Process third-party monthly or quarterly statements and reports

General Office Duties
• Open mailing accounts, prepare shipping labels and order supplies
• Schedule and supervise any document shredding and maintain service
• Support all office equipment which includes calling for service and ordering supplies
• Coordinate food and beverage service as needed and maintain kitchen supplies and cleanliness
• Perform other duties as assigned


Who we are looking for

Personal attributes that support your success

The Executive Assistant/Office Manager should ideally possess the following attributes:
• Has the ability to give and receive feedback graciously
• Knows how to build effective relationships and networks to achieve results
• Ability to reason and effectively multi-task.
• Strong communication skills with the ability to apply understanding to carry out and to give instructions in written, oral, or diagram form
• Ability to organize work and projects, prioritize and meet deadlines. Ability to complete work in an efficient and accurate manner

Qualifications required for your success

The Executive Assistant/Office Manager must possess the following professional qualifications:
• 5+ years experience
• Proven ability to maintain confidential information
• Ability to work on multiple tasks and projects simultaneously
• Strong organizational skills
• Able to interact diplomatically with all levels of River Bend staff, clients and outside contacts
• Ability to effectively use Microsoft Office Suite, including Word, Excel, PowerPoint and SharePoint

Additional Helpful Experience Includes

• Associate’s or Bachelor’s Degree
• Basic accounting skills
• Experience in trust, banking, investment, accounting, legal or similar profession
• Likes to have fun along the way


About River Bend Administration, LLC

River Bend Administration is an affiliate of River Bend Holdings, a private family trust company serving the trust needs of a single, multi-generational family. This is an exciting time to be part of this world class team.

River Bend Administration is an equal opportunity employer and is committed to building and maintaining a culturally diverse workplace that is free of discrimination and harassment of any kind. We encourage women, minorities, individuals with disabilities and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate.

Basic Qualifications

• 5+ years experience
• Proven ability to maintain confidential information
• Ability to work on multiple tasks and projects simultaneously
• Strong organizational skills
• Able to interact diplomatically with all levels of River Bend staff, clients and outside contacts
• Ability to effectively use Microsoft Office Suite, including Word, Excel, PowerPoint and SharePoint