What are the responsibilities and job description for the Receptionist/Client Service Assistant position at Meketa Investment Group?
Receptionist / Client Service Assistant
The Receptionist/Client Service Assistant plays a dual role within our Portland office. As Receptionist, the Receptionist/Client Service Assistant is responsible for answering and screening in‑coming telephone calls and always ensuring proper front office coverage. This role is responsible for greeting visitors, the preparation of facilities for in-house meetings, sorting mail, arranging conference and video calls, and reviewing and monitoring the company calendar. The Receptionist/Administrative Assistant also responsible for providing administrative support to the investment staff, including word-processing, report production, and coordinating and maintaining company files. The Receptionist/Client Service Assistant shall maintain contacts and calendars within the company’s customer relationship management system (CRM).
The Receptionist/Client Service Assistant in Portland reports to the Administrative Manager.
Required Skills:
- Strong interpersonal and organizational skills
- Professional telephone and email etiquette and the ability to interact with visitors
- Accuracy and excellent attention to detail in message taking
- Ability to prioritize tasks and manage multiple concurrent deadlines.
- Ability to work well with employees from other company departments and offices
- Outgoing personality and can-do attitude
- Flexible work style and ability to easily adapt to changing priorities/needs
- Expertise with entire Microsoft Office software suite
- Advanced knowledge of Microsoft Word, Excel, and PowerPoint formatting preferred
- Excellent attention to detail
- Four-year degree preferred and two years of administrative experience in a corporate setting or some combination equivalent to that experience/knowledge
Essential Responsibilities:
- Answer and screen telephone calls in a professional and courteous manner
- Greet visitors and escort to appropriate area
- Sort incoming mail for distribution
- Prepare facilities for in-house meetings, including provision of refreshments when necessary, and the set‑up and clean-up of the conference rooms
- Arrange conference and video calls, and review and monitor the company calendar
- Prepare client-ready reports and correspondence, including editing, printing, binding, and distributing client quarterly reviews
- Maintain contacts and calendars within the company’s customer relationship management system (CRM).
- Provide administrative support to investment, systems, and operations staff
- Facilitate team communications to ensure timely reporting for clients by managing reporting deadlines for the client team
- Maximize company productivity through proficient use of appropriate software applications
- Fulfill all other duties deemed necessary by management
Measures of success:
- Degree of professionalism in telephone communications with clients and others as the first level of client/visitor interaction and support
- Accuracy and timeliness of phone messages, client report production and correspondence
- Responsiveness to requests for administrative support, including requests for word processing and report production assistance
- Improvements in quality and efficiency of work product
- Levels of satisfaction of company employees, clients, and guests as end-users of the Receptionist’s services
About Meketa Investment Group
Meketa Investment Group is an employee-owned full service investment consulting and advisory firm. We work with some of the nation’s largest and most sophisticated institutional investors including public and private plan sponsors. We have a staff of over 200 employees among our six U.S. office locations and London.
Meketa recognizes that our workforce is a reflection of our company, and we operate in an inclusive environment that accepts and promotes diversity. We believe our employees can best serve our clients in an atmosphere where individuals are treated fairly, where professional growth is developed and encouraged, and where a healthy balance between work and home life is respected and preserved. To support employees, Meketa offers a competitive compensation structure, a wide range of benefits from core insurance benefits to time-based benefits, as well as flexible schedules and support for continuing education.
Meketa is an Equal Employment Opportunity and Affirmative Action Employer.
If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact us.
