Executive Office Administrator

About the role

This is a full-time, non-exempt position requiring 5 days of in-office work in our Indianapolis, IN office. The Executive Office Administrator plays a critical role in delivering exceptional customer service to clients and advisors while maintaining office operations.

Responsibilities

• Deliver exceptional service experiences by greeting and assisting clients and guests, addressing their service requests, and managing appointments with professionalism.
• Receive and route all deliveries to the appropriate recipients; handle daily mail by receiving, opening, sorting, and preparing internal mail for distribution.
• Regularly clean and maintain conference rooms to ensure they are ready for meetings and events.
• Oversee and coordinate calendars for advisors, ensuring all appointments are scheduled, confirmed, and supported with necessary materials.
• Prepare and stock refreshments daily; provide snacks, beverages, and meals as needed for office staff and clients.
• Direct incoming client phone calls to the appropriate departments and ensure efficient communication flow within the office.
• Monitor and manage office supplies, ensuring inventory levels are maintained and restocked as needed.
• Assist with addressing facilities-related issues and tasks, ensuring a well-functioning and comfortable office environment.
• Provide support to Operations and Client Service teams with various administrative duties and tasks.
• Provide general executive administrative support, including scheduling, correspondence, coordination, and preparation of materials for senior leadership as needed.
• Proactively suggest and implement process improvements to enhance efficiency and effectiveness within the office.
• Maintain a high standard of work quality and accuracy, consistently demonstrating Allworth’s guiding principles.
• Embrace a go-getter attitude, taking initiative and demonstrating a strong commitment to excellence in all aspects of the role.

Requirements

• Excellent organizational and multitasking skills.
• Strong interpersonal and communication abilities.
• Proficiency in office software and technology.
• Ability to work independently and as part of a team.
• Attention to detail and commitment to quality.
• Passion for excellent service and client satisfaction.
• Excellent verbal and written communication skills.
• 5+ years of general administration and phone experience preferred.
• Flexibility and ability to embrace change.
• High degree of professionalism.
• BS/BA degree or equivalent work experience preferred, but not required.
• High School Diploma or GED required.

Benefits

Benefits are available to full-time associates who work more than 30 hours a week.

• Medical: Blue Shield (PPOs and HDHP with HSA) plans and Kaiser (HMO) plans for California associates.
• Dental insurance with MetLife.
• Vision insurance with VSP.
• Optional supplemental benefits.
• Healthcare savings accounts with company contribution.
• Flexible spending accounts.
• Flexible working arrangements.
• Generous 401K contributions.
• Exempt associates qualify for our flexible paid time off policy.
• Non-Exempt associates receive 15 days of paid time off annually during the first three years of employment.
• 11 Paid Holidays.
• Option to participate in our Equity Purchase Program (Contract, intern, and part-time employees are not eligible).
• Future growth opportunities within the company.

We strive to provide a collaborative, creative environment where each person feels encouraged to contribute to our processes, decisions, planning, and culture.