Office Administrator

Arden Trust Company provides industry-leading personal trust services designed to support families and preserve relationships for generations. As a professional trustee, we offer a depth of experience, technology and resources to handle trusts effectively. Our approach is rooted in fostering a meaningful partnership with the family’s wealth management advisor to create a seamless trust experience. Together, we provide families with a holistic approach and specialized expertise, giving them peace of mind in every aspect of their financial lives.

The Officer Administrator will handle a variety of administrative tasks to ensure the efficient operations of the office. This role requires exceptional organizational skills, multitasking abilities and the capacity to manage both office resources and team needs effectively. This is an in office position, five days a week.

ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, the individual must be able to perform each essential duty satisfactorily.

• Welcome visitors and direct them to appropriate meeting place.
• Answer all incoming calls professionally and courteously; answer or refer inquiries; identify type of call and transfer callers to the appropriate employee or department
• Screen calls to limit solicitors from accessing staff; do not provide names and/or extensions of employees to solicitors
• Manage, accept/decline calendar requests for conference rooms
• Submit facility work orders as needed and follow up on completion.
• Maintain facility security by following procedures, monitor logbook, issue visitor/employee/contractor/vendor badges. Keep log of all badges/fobs. Activate/deactivate/restrict or allow access as instructed
• Review, stamp and deliver incoming mail and invoices accordingly.
• Create and maintain complete and accurate company directory
• Process Office Management invoices and distribute to appropriate destination.
• Assist with vendor relationships and license renewal schedules.
• Update and maintain office management procedures.
• Manage mail and send Overnight deliveries for department.
• Plan events and coordinate food orders for on-site meetings.
• Maintain stock levels for office supplies, place orders and stock/distribute.
• Additional duties assigned, which include special projects and assistance with other offices
  
  

EDUCATION AND/OR EXPERIENCE:

• High School Graduate or equivalent required. College Degree a plus.
• Minimum 5 years’ experience.
• Financial Services industry or legal office experience a plus.
  
  

KNOWLEDGE, SKILLS, AND/OR ABILITIES: To perform this job successfully, the individual should have the following skills and abilities.

• Professionalism, with telephone and interpersonal skills
• Customer/Client Focused
• Excellent Verbal Communication and Excellent Listening skills
• Ability to work with minimal supervision
• Availability for periodically extended work hours
• Strong skills and experience with Microsoft Office Suite including Excel, Outlook, PowerPoint and Word
• Use of Salesforce software preferred
  
  

PHYSICAL DEMAND: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit at a computer for long periods of time
• Standing, walking, talking, hearing, sitting, reaching, grasping
  
  

OTHER DUTIES: Please note this job description is not designed to cover or contain a complete comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

INTERNAL APPLICANT POLICY:

Internal applicants must be in good standing and have a minimum of 1 year of service with Kestra. Internal applicants must also have a minimum of 1 year service in current role unless approved by EVP.

BENEFITS:

Full health, vision, dental. 401(k) plans along with a host of voluntary plans such as car insurance, legal services and more (applicable to full time permanent employees).

DISCLOSURE:

By applying to a job at Arden Trust Company ( a subsidiary of Kestra Financial, Inc.), you are agreeing to the following statements:

• You acknowledge that if hired, Kestra Financial, Inc. may, obtain and use background information concerning your credit, character, general reputation, personal characteristics, work habits, performance and experience for evaluation for your potential employment.
• It is the policy of Kestra Financial to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, religion, sex, sexual orientation, gender, identity or expression, age, disability, marital status, citizenship, national origin, genetic information, or any other characteristic protected by law. Kestra Financial prohibits any such discrimination or harassment.
  
  

KESTRA VALUES:

Our Mission is Powering Financial Independence, enabling the growth and success of investing clients and the advisors who serve them. We do that by living our values: SERVE, MAKE IT HAPPEN, and ONE TEAM.