Administrative Assistant

Description:

Ballentine Partners is a leading independent wealth management firm headquartered in the Boston area, with additional offices in Florida and New Hampshire and clients worldwide. Our client families rely on us to be their most trusted advisor. We work hard to help them simplify their complex financial lives and ensure the impact of their wealth is aligned with their goals. We believe a healthy work-life balance is integral to success, and our compensation philosophy and team structure foster a collegial work environment. We are truly a team; we believe in one another and support each other as we work toward a common goal. We are looking for passionate, caring, curious, innovative, and collaborative individuals to join our firm.

Ballentine Partners is looking for an enthusiastic Administrative Assistant to join our Palm Beach Gardens Office. The position will be part time, Monday through Friday from 9am to 3pm, with Tuesday, Wednesday, and Thursday as required in the office.

Responsibilities include:

• Professionally administer and direct all incoming calls.
• Greet guests in a professional, friendly, hospitable manner.
• Open and close visitor area.
• Open and close conference rooms.
• Assign conference rooms for meetings – internal and external.
• Handle all incoming and outgoing mail and packages via USPS, FedEx, UPS, etc. including scanning to appropriate party and managing follow up as needed.
• Coordinate accommodations, meeting materials/supplies, and equipment for meetings as necessary.
• Order and maintain office supplies including kitchen.
• Coordinate food for all meetings both internal and external.
• Manage audio visual equipment (Zoom) for meetings in the front area as necessary.
• Other duties as assigned.

Requirements:

The right candidate will be someone who has the following skills:

• Excellent phone etiquette, verbal communication, and interpersonal skills.
• Excellent organizational skills with the ability to multitask and strong attention to detail.
• High levels of dependability.
• Able to work with minimum supervision.
• Knowledge of MS Office (Word, Excel, Outlook, PowerPoint).
• Can take initiative and act proactively (i.e., anticipates problems, raises suggestions).
• Can work both independently and in a team structure with a diverse group of people.
• Can juggle and prioritize a variety of tasks daily.
• Has excellent relationship building skills including a positive and collegial attitude.

A high school diploma is required. Minimum of 1 year of front desk experience in a similar environment preferred.

Ballentine Partners offers a wide array of benefits completely paid for by the firm including dental, vision, short term disability, long term disability and life insurance as well as cost sharing on medical insurance. We offer extensive time off benefits including vacation time, unlimited personal sick time, paid family sick leave, paid parental leave, sabbaticals, community time off and so much more. We have a corporate matching program as well as support certifications and continuing education for our team members. Ballentine is a family friendly and flexible work environment. Our culture is collaborative and built on supporting each other to grow not only the business but each other as well.

For more information on our culture please view our Impact Report and our Values page.

Ballentine Partners compensation is made up of a base salary and performance bonus. The hourly range for this position is $20 to $25 and is commensurate with experience. Performance bonuses are based upon company and personal performance and are paid out annually.

We will sponsor applicants for work visas.
Ballentine Partners is an Equal Opportunity Employer and we are dedicated to providing an inclusive environment for all employees. All employment is based upon qualifications, merit, and business need. We encourage applications from those who share our commitment to promoting a diverse, welcoming, and inclusive community.