Executive Office Administrator

About the role

Our Client Service Department consistently strives for service excellence. The Executive Office Administrator is a critical role and we are looking for someone who is outgoing, friendly, organized and committed to providing our clients and advisors with an exceptional customer service experience. This position requires 5 days of in-office work in our Indianapolis, IN office. This is a full-time, non-exempt position.

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.

Qualifications

• 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 embraces change
• High degree of professionalism
• BS/BA degree or equivalent work experience preferred, but not required
• High School Diploma or GED required

Benefits

• 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 will 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
• Collaborative, creative environment where each person feels encouraged to contribute to our processes, decisions, planning and culture
• Benefits are available to full-time associates who work more than 30 hours a week