Office Coordinator

SUMMARY

Under limited supervision, oversee the day-to-day office operations for Investment Banking in Atlanta. Assists the Group Head(s) and his/her team handling strictly confidential materials and coordinating with C-Suite clients and their staff to schedule meetings, events, Management Presentations, Closing Dinners, conferences. Required to use discretion and independent judgment with all forms of highly confidential information. Guides newly hired staff with equipment set up, training on office related protocol and processes, directs Analysts to assist in certain tasks that require a larger team such as event planning and set up. Provide oversight to current and future junior administrative staff, including temporary employees, related to time and attendance, coverage related to absences and coordinate with Manager on time keeping approval.  Initiate and coordinate hiring, training and disciplinary processes as required.

In addition, provide diversified administrative support for the Atlanta Investment Banking team, act as a liaison between the branch office and corporate headquarters for matters related to human resources, benefits, facilities, telecommunications, and information technology.

ESSENTIAL DUTIES AND RESPONSIBILITIES  

• Advanced administrative support for Investment Banking: Perform full range of administrative duties for multiple Investment Banking professionals including Managing Directors, Senior Vice Presidents, Vice Presidents, Associates and Analysts. 
• Work closely with senior teams in project management support, accumulate research and financial information as requested using internal and external information sources.
• Provide oversight and guidance to the Investment Banking staff, as well as facilitate interactions between departments within the branch office.
• Liaison with the property management team of leased satellite office space. Coordinate with Corporate Building and Facilities team on mechanical and physical elements of the local office.
• Work directly with kitchen and office supply vendors, orders, inventories, and management of vendor placed equipment and supplies.
• Oversee one junior administrative support staff position for Atlanta.
• Manage attendance reports for Senior Banker staff.
• Report observed situations that may violate certain standards set forth by the Company and Federal and State statues.
• Coordinate with Supervisor on the following:

1. Oversee junior administrative staff member in accordance with the organization's policies and applicable laws. Review performance and provide constructive criticism or discipline as required.
2. In coordination with Corporate Investment Banking and Human Resources interview, hire and train administrative employees.
3. Facilitate onboarding procedures locally for all new team members, including senior banking staff.
4. Address complaints and resolve problems.
5. Assign bankers to administrative staff to evenly distribute the workload among the assistants.
6. Recommend administrative staff work hours and coordinate time off to provide adequate coverage for the office, monitor overtime, and approve time for payroll processing.
7. Make administrative and procedural decisions; identify administrative needs and develop appropriate solutions or recommendations.

• Liaison with Corporate Human Resources and Supervisor to support the execution of HR functions for the Atlanta branch office. Responsibilities include interpretation and administration of company policies and procedures; assume responsibility for the new hire, transfer and termination processes (paperwork, fingerprints, photos, company property, ID Badges, corporate AMEX cards, etc.), temporary staffing, etc. Monitor and post employee safety posters as required by law, serve as floor monitor in case of emergency situations.
• Manage branch projects related to renovation, office relocations, telecommunications, IT, maintenance and repair, etc.
• Daily administrative duties include: respond to routine and complex calls; prepare correspondence, reports, documents, etc. which may contain complex financial data; prepare documents used in client presentations, print, bind and punch, as required, and distribute; establish, organize, and maintain departmental files, both routine and confidential; establish and maintain business relationships with clients and outside vendors; order and maintain office supplies; coordinate with building management regarding maintenance issues, etc. 
• Arrange complex domestic and international travel itineraries using Stephens travel system and submit expense reports in a timely manner. Anticipate future travel needs and troubleshoot travel related issues (e.g., weather delays) and proactively addresses issues before they become a problem for team members. 
• Proactively manage business calendars for meetings, appointments, calls, invitations, luncheons, and travel, by anticipating needs, adjusting for conflicts, and ensuring all logistics (including materials, location, timing, etc.)  Schedule meetings and plan for meeting site; prepare meeting schedules; secure equipment, if required; notify attendees; schedule caterer and select menu; prepare materials, etc.
• Assist recruiting team with schedules for the Atlanta office. Schedule interviews; manage interview itinerary and calendars; arrange travel and hotels, if required; and process related expenses as needed.
• Routinely perform project-related work that may include independent research and report preparation using online tools, databases and spreadsheets. Projects may include industry, stocks, or company research; accumulate financial information on various external organizations of departmental interest by utilizing internal and external sources of information and expertise as necessary.
• Review vendor invoices for payment and forward to Accounts Payable to ensure payment in a timely manner.
• Attend conferences to provide administrative support, as required.
• Exercise independent judgement and work under limited guidance due to previous experience/breadth and depth of knowledge of administrative processes. Work is guided by standard policies/practices however, exercises discretion and independent judgment.
• May act as backup to staff, filling in where necessary.
• Perform other duties as assigned by management.

SUPERVISORY RESPONSIBILITIES   

• Oversight supervisory responsibilities of the Investment Banking receptionist.
• Initiate and coordinate recruiting, hiring and training of administrative staff for the Investment Banking team in Atlanta as needed.
• Working with managers and Human Resources, initiate and coordinate discipline and termination of administrative staff as required.
• Monitor and approve non-exempt time sheets for support staff position.

EDUCATION AND/OR EXPERIENCE

• Bachelor’s degree or equivalent work experience
• Minimum of five years of experience in an office/administrative supervisory role within a professional services industry, which included supporting executive and senior level management.
• Investment Banking and some Human Resources experience preferred.
• Previous supervisory experience preferred.
• An equivalent combination of education, training or experience

KNOWLEDGE, SKILLS AND ABILITIES

• Excellent verbal, written and organizational skills and strong attention to detail.
• Self-motivated with the ability to work independently in a fast-paced environment.
• Ability to quickly prioritize and handle multiple tasks simultaneously.
• Analytical, critical thinking and problem-solving skills with the ability to make decisions and determine the appropriate action in a timely manner.
• Process management skills.
• Establish and maintain effective working relationships at all levels of the organization, understand company dynamics, and Industry restrictions and regulations.
• Proficient in Microsoft Office Suite or similar software, with the ability to learn and utilize industry specific software as required.
• Basic accounting skills.
• Ability to exercise sound judgement in a highly regulated business environment.
• Ability to maintain confidentiality.

• Experience with DealCloud, Workday, and Frosh/Deem Travel Management preferred.
• Demonstrated reliability in in-office attendance and work performance.
• Ability to travel as required.
• Ability to motivate and engage the Investment Banking administrative team, delegate work, and professionally hold yourself and others accountable to achieve goals.

CERTIFICATIONS, LICENSES, REGISTRATIONS

• N/A

PHYSICAL REQUIREMENTS   

• Prolonged periods sitting at a desk and working with a computer in an office environment
• Job requires close vision and ability to adjust focus
• Ability to concentrate for long periods of time to produce accurate work product
• Must be able to lift up to 15 pounds

REQUIRED TESTING

• Microsoft Word, Excel, PowerPoint
• Typing