Front Desk Coordinator and Investment Team Administrator

Horizon Investments is seeking a highly organized and professional Front Desk Coordinator and Executive Administrator to serve in a unique dual-capacity role. This dynamic role is split between serving as the front-facing representative of our Charlotte office and providing high-level administrative support to our Chief Investment Officer and the Investment Management team.

You will be the first impression for visitors and guests while also serving as a trusted administrative partner to the leadership of one of the firm's most critical departments. This is an ideal opportunity for someone who thrives on variety, takes pride in both hospitality and precision, and can shift seamlessly between front office responsibilities and executive support. The Executive Administrator must be able to operate independently if need be in determining how to best accomplish a task. This individual is resourceful, proactive and confident.

To be successful in this position, you must have a pleasant and outgoing personality. This individual must be capable of interacting and working effectively with senior executives, departmental leads, employees throughout Horizon Investments, as well as, external business partners and other industry contacts. This is an in-office position based in our Charlotte, NC location.

Front Desk & Office Coordination

• Serve as the go-to point of contact for general office needs and facilities requests.
• Welcome and greet all visitors, vendors, and clients warmly and professionally - quickly determining the nature of business and announcing visitors to appropriate internal parties.
• Manage multi-line phone system, screen/direct calls, and respond to inquiries.
• Oversee the cleanliness, organization, and stocking of common areas including breakrooms, kitchen, and conference rooms.
• Receive, sort, and deliver mail to the appropriate recipient. Prepare outgoing mail, labels and shipments.
• Assist with printing, photocopying, binding, faxing, filing, data entry, and other administrative duties as requested.
• Maintain updated records and receipts of all office supplies and catering purchases for monthly expense report.
• Manage conference room calendars and electronic conference scheduling devices.
• Ensure all kitchen food items and office supplies are well stocked and organized.
• Assist with executing on logistics for meetings, company events, and social gatherings as assigned.
• Order weekly catering and grocery delivery for the office in addition to requests from other departments or large meetings/events.
• Order and maintain office and breakroom supplies for all areas of the firm.
• Facilitate information flow, including email, phones, voicemail, key reports, and other messages in a timely manner.

Investment Management Administrative Support

• Provide day-to-day administrative support to the Chief Investment Officer and Horizon's Investment Management team.
• Serve as a liaison between the investment team and other departments to ensure effective communication and coordination.
• Track deadlines and assist in the delivery of quarterly and ongoing team deliverables.
• Manage complex calendars and coordinate internal/external meetings and media appearances, ensuring the team is well prepared for all engagements.
• Manage the Portfolio Manager request process, coordinating approvals, managing travel arrangements, and ensuring marketing materials are approved and prepared on time.
• Arrange and coordinate travel including flights, hotel, and transportation for investment team members.
• Act as a point of contact for the investment team for both internal and external contacts - anticipating and proactively following up on deliverables or requests.
• Prepare, proofread, and edit professional documents, presentations, spreadsheets, and reports as needed with a high level of accuracy.
• Take meeting minutes and follow up on action items as needed.
• Assist with onboarding and resourcing for new team hires.
• Organize and maintain digital files, and keep accurate records of important information.
• Maintain confidentiality and handle sensitive information with discretion.

Qualifications and Competencies

• 3 years of experience in administrative, reception, or executive assistant roles-preferably in a professional services or finance environment.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and Google Workspace (Gmail, Calendar, Sheets, Docs, Slides).
• Strong written and verbal communication skills including professional phone etiquette.
• Excellent interpersonal skills with the ability to effectively and professionally interact with internal and external business partners and staff at all levels.
• Exceptional organizational skills including ability to prioritize and coordinate multiple tasks and projects to successful completion with ease and little to no supervision.
• Responds promptly to shifts in direction, priorities and schedules.
• A team player who embodies Horizon's values: Community, Unity, Ingenuity, Gratitude, and Fun.

Salary : $55,000 - $65,000