Zelle HR Solutions is looking for an in-person Administrative Assistant for their entrepreneurial, high performing, caring, and collaborative team.

This Administrative Assistant will own the calendars and travel for the team of Managing Directors in the firm and maintain a welcoming office environment.

The ideal candidate is an exceptional listener and task manager; they are polished, proactive, and assertive. They are a high-achieving problem-solver who loves finding solutions and thinking ahead to avoid obstacles.

They anticipate the needs of the Managing Directors, are confident asking clarifying questions when needed, and they thrive in a fast-paced environment.

A day in the life of this Administrative Assistant may include welcoming a confidential client into the office for a management meeting, scheduling and following up on a packed week of investor and client meetings, answering the main phone line, working with the Director of Marketing and Executive Assistant in scheduling business development days in New York, Chicago, Denver and other locations, and submitting receipts for the Managing Directors they support.

WHAT YOU'LL DO

Communication and Calendar Management

• Prepare correspondence with sophisticated communication, embodying professionalism, credibility, and engagement to every interaction
• Be prompt and responsive to email and calendar requests. When priorities change quickly, respectfully communicate to those affected and seamlessly move meetings
• Manage the daily, monthly, and quarterly meetings through a deep understanding of their priorities. Notice when their schedules are not working and create structures that allow them to thrive
• Consider personal matters when scheduling, including family events, school breaks, health appointments, vacations, etc.
• Understand what the Managing Directors need to be successful before and after meetings. Create meeting prep, ensure they have time blocked to review it, and ensure their timely follow-up and follow-through after every contact
• Manage the schedules for business development days in various locations and create a polished itinerary prior to each trip
• Ensure thank you notes and follow-up always go out in a timely manner

Travel & Event Management

Coordinate travel (book flights, accommodations, etc.) and itineraries for the Managing Directors. Manage flight credits and frequent flier information.

Keep the firm assets in mind while booking travel according to the travel policy. Confirm appointments during travel days

• Research and coordinate travel for internal and external meetings, including RSVPs, flight details, accommodations, transportation, meals / reservations, itineraries, meeting rooms, directions, etc.
• Research and book venues for meetings, dinners and happy hours in various locations
• Support flight check-in and rescheduling in the event of cancellation or delay
• Assist with planning and execution of in-office events, varying in size and scope, per month. Examples include : coffee / doughnuts breakfast meetings, white linen luncheons, hosting a cocktail hour in the lobby for a partner organization, assisting with a management presentation, including A / V setup

Office Management

• Answer phone and general email inquiries, and delegate effectively
• Greet visitors as they enter the office (usually 2-5 groups / day)
• Act as a point of contact for internal and external clients
• Assist with the management of conference room calendars and bookings
• Assist with keeping office, conference rooms, and kitchen tidy and organized
• Assist with monitoring and maintaining office supply inventory
• Send and receive mail and package deliveries

WHAT YOU'LL BRING TO THE TABLE

• 3 years of experience as an Administrative Assistant
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams, OneNote and PowerPoint), along with the natural ability to quickly grasp and master new software
• Communication : You are concise and courteous in your communication style and provide details needed for your Managing Directors to excel in their meetings
• Confidence : You are not intimidated by your Managing Directors, the CEO, COO, or other team members. You know how to manage up, keep others on task, give honest feedback, and push back when it is in their best interests
• Proactivity : You have a future-oriented mindset that allows you to see the small steps in a large process, and anticipate the needs, time, and resources to complete that process
• Adaptable : Ability to work efficiently, juggle multiple projects with appropriate prioritization, adhere to quick deadlines, and adapt to evolving circumstances while maintaining quality.

You communicate to others when deadlines need to change in lieu of more pressing projects

• Team Player : You are not above any task because we are all in it together. You support others on the team with your organizational superpowers and you are often thinking creatively about how to surprise and delight internal and external collaborators
• Effective Decision-Making : You know when to ask questions to get the information you need to be successful and you know when to make a decision on your own
• Positivity : You have a positive, can-do attitude, and a sense of humor. You bounce back quickly from setbacks
• Confidentiality : Experience in exercising sensibility, discretion, and diplomacy in handling all matters, information, and relationships (including confidential or sensitive information)
• Relationships : You excel at building relationships with internal and external stakeholders and pitch in without hesitation to help the team reach its goals
• Ability to work from the Omaha office from 8a-5p Monday through Friday with the ability to provide support for urgent situations outside of normal business hours (i.

e., travel cancellations, changes in meetings, less than 15% of the time). Most Fridays are work from home days. A typical work week for this role is 50 hours

• Ability to work in front of a computer screen and / or typing for approximately 100% of a typical working day.
• Lifting of up to 30lb (computer equipment, office supplies, event set up) will be needed
• Dress code : Business Professional

Benefits

• Annual profit share opportunity
• Medical, Dental and Vision coverage 100% premium coverage for employee, 25% for dependents
• Flexible PTO
• 401K with match
• Annual firm retreat
• Group and Individual employee Success Coach access

ZelleS

Last updated : 2024-08-23