Office Administrator $65-75K

$65,000 - $75,000/Yr

Roth Staffing Companies - Minneapolis, MN

Full-time

Minneapolis, MN

Administrative and Support Services

About the position

The position involves providing comprehensive administrative support to the Managing Partners and ensuring the smooth operation of the office. The successful candidate will be the first point of contact for clients, customers, and visitors, greeting them in person and managing incoming phone calls by directing them to the appropriate resources. This role requires overseeing various office operations to maintain efficiency, which includes managing mail, office supplies, machinery, kitchen stocking, postage, and parking arrangements. In addition to general office management, the candidate will prepare meeting materials and packets for weekly company meetings by gathering necessary information from the Managing Partners, Accounting, and Investment teams. Ongoing administrative support to the Managing Partners is crucial, which includes handling project support, event coordination, personal errands, travel needs, and other tasks as required. The role also involves coordinating logistics for conferences, including event space, travel arrangements, activities, and registration for marketing and investment team members. Marketing efforts for conferences and other events will also be part of the responsibilities, which includes scheduling appointments, creating materials, and tracking follow-up activities. The candidate will be responsible for inputting data entries for client activities into the contact management system (Deal Cloud) to ensure accurate records for weekly marketing reports. Supporting marketing email campaigns by creating mailing lists, responding to inquiries, and tracking campaign responses is also expected. Additionally, the role includes completing data entry for Accounts Payable (A/P) by entering invoices into the general ledger (Sage) and reconciling monthly American Express credit card statements. Finally, the candidate will prepare and reconcile expense reports for the Managing Partners, including entering data into the expense management system (Concur) and maintaining a gift log spreadsheet.

Responsibilities

• Greet clients, customers, and visitors in person, and manage incoming phone calls by directing them to the appropriate resource.
• Oversee office operations to ensure efficiency, including managing mail, office supplies, machinery, kitchen stocking, postage, and parking.
• Prepare meeting materials and packets for weekly company meetings by gathering information from Managing Partners, Accounting, and Investment teams.
• Provide ongoing administrative support to Managing Partners, including handling project support, event coordination, personal errands, travel needs, and other tasks as required.
• Coordinate logistics for conferences, including event space, travel, activities, and registration for marketing and investment team members.
• Assist in marketing efforts for conferences, calling trips, and other events, including scheduling appointments, creating materials, and tracking follow-up activities.
• Input data entries for client activities into the contact management system (Deal Cloud) to ensure accurate records for weekly marketing reports.
• Support marketing email campaigns by creating mailing lists, responding to inquiries, and tracking campaign responses.
• Complete data entry for Accounts Payable (A/P) by entering invoices into the general ledger (Sage) and reconcile monthly American Express credit card statements.
• Prepare and reconcile expense reports for Managing Partners, including entering data into the expense management system (Concur), and maintain a gift log spreadsheet.

Requirements

• Bachelor's Degree is preferred.
• 2-5 years of administrative support experience (Admin Assistant, Office Coordinator, Executive Assistant, etc.).
• Proficiency in Microsoft Office, especially Word and Excel.
• Must be able to take initiative and work within strict deadlines.
• Must be able to present professionally in all aspects of communication.

Benefits

• Pay: $65,000-$75,000/yr + 10% annual bonus
• Location: 100% onsite in Downtown Minneapolis - Ramp parking onsite is paid for
• Schedule: 8 AM-5 PM Monday-Friday