Administrative & Marketing Services Specialist
Company: Cable Hill Partners
Posted on: May 15, 2022
Providing exceptional service to our clients starts with
investing in exceptional people!
We are an independent wealth management firm committed to providing
"Advice at -a Higher Level" to our clients. - -A contributing
factor to our success is our unique team structure. - -How do we
build a successful team? -We foster a culture of professional
development, collaboration, and respect. -We are passionate about
what we do. We have fun, we work hard, and we are nice to each
other. -A successful team takes care of each other. - -This
translates to a highly competitive Total Rewards package, including
a generous benefits package and a paid time off policy that
reflects our commitment to a healthy work-life balance.
The Administrative & Marketing Services Specialist Role
The Administrative & Marketing Services Specialist performs duties
which impact the client experience and supports the day-to-day
operations of Cable Hill Partners ("CHP"). This is a hybrid role of
general administration, to include managing the front office and
other administrative functions, and marketing administration to
include maintaining the firm's website and growing CHP's social
media presence. This is a non-exempt, full-time position, reporting
to the Office Manager.
Duties & Responsibilities
Perform general reception duties, including answering incoming
phone calls, greeting clients, processing incoming and outgoing
mail, and preparing expense reports.
Schedule and coordinate internal and external meetings, to include
new hire orientation and training.
Manage the firm's administrative e-mail inbox. Route and respond to
emails, as necessary. Assist Office Manager with Accounts Payable.
Ensure phone system functionality and function as liaison with
external answering service.
Address user IT support issues including troubleshooting software
application issues, managing computer hardware inventory, and
function as liaison with IT vendors to initiate and track Help Desk
tickets for problem resolution.
Assist Office Manager with facilities-related matters.
Function as Subject Matter Expert for CHP's website and update
content as needed.
Upload content to CHP's social media accounts, to include firm
announcements and industry related content.
Work closely with CHP's marketing agency and coordinate office
photo shoots with CHP's outside vendors.
Coordinate CHP events, including catering, party rentals, names
tags, RSVPs and other related tasks as directed.
Maintain office equipment and office supply inventory by taking
inventory, placing orders, and keeping supplies well-stocked and
organized. Ensure office security through key and fob
Assist business development efforts through data entry into the
firm's CRM and produce reports as requested.
Update compliance-related logs. Ensure data accuracy and integrity
and keep records current on existing and prospective clients.
Digitize client and office documentation as needed to support the
firm's paperless strategy.
Prepare various deliverables which directly support client service
and acquisition such as greeting letters, meeting packets,
presentation books, service agreements and compliance
Coordinate on-going client retention activities including Birthday,
Anniversary, and Thank You notes, flowers and gifts.
Ensure kitchen area is clean, organized, and stocked with beverages
and snacks. Maintain communal areas so that they are neat and
portray a professional image.
Positively engage with all members of the team in a professional
office setting to support and advance Cable Hill's culture.
Prepare reports and other documents as requested.
Assist with projects as assigned.
A minimum of two years of administrative experience in a
professional setting, to include calendar management. -Expected to
gain competency in industry terminology and concepts that support
the job description.
A minimum of one year managing professional media sites and
websites for an organization required.
Undergraduate degree preferred. A marketing degree is a plus.
Proficiency in Microsoft Office Suite products required.
Salesforce experience preferred, but not required.
Skills & Attributes
Confidentiality - Ability to maintain highly confidential
Collaboration - Highly collaborative and dedicated to continuous
perfection of CHP's ability to deliver superior customer service to
Customer Service - Exceptional internal and external customer
service skills. Ensures positive interactions through active
listening and professional feedback.
Communication - Excellent oral and written communication skills.
Projects a professional, capable image in both action and
Integrity - Exhibits a high level of integrity through interactions
with internal and external customers. Goes above and beyond to do
what is right for team members and clients.
Professionalism - Exhibits a professional and capable demeanor to
clients and external affiliates. Represents CHP in a positive
manner in all interactions with clients and affiliates.
Engagement - Contributes to the development of CHP through
engagement and enthusiasm. Acts on the belief that every employee
contributes to the success of CHP. Builds effective working
relationships with colleagues.
Capacity -- Strong time management skills, with an ability to
effectively organize and prioritize tasks. Manages heavy,
time-sensitive workloads, while maintaining accuracy through a
strong attention to detail.
Judgment -- Skilled problem-solving, particularly for obstacles in
which the next course of action is unclear. Without hesitation,
seeks guidance and direction when unsure of how to proceed.
Reliability - Understands and responds to the importance of being a
dependable team member. Arrives to work on time, keeps calendar
updated and communicates barriers with team members if tasks cannot
be completed on time. Arriving to work on time and being physically
present in the office during working hours is essential for this
We strongly urge people from unrepresented groups to apply.
Cable Hill Partners provides equal employment opportunities (EEO)
to all employees and applicants for employment without regard to
race, color, religion, sex, sexual orientation, national origin,
age, disability or genetics. In addition to federal law
requirements, Cable Hill Partners complies with applicable state
and local laws governing nondiscrimination in employment. This
policy applies to all terms and conditions of employment, including
recruiting, hiring, placement, promotion, termination, layoff,
recall, transfer, leaves of absence, compensation and training.
Cable Hill Partners expressly prohibits any form of workplace
harassment based on race, color, religion, gender, sexual
orientation, gender identity or expression, national origin, age,
genetic information, disability, or veteran status. Improper
interference with the ability of Cable Hill Partners' employees to
perform their job duties may result in discipline up to and
Keywords: Cable Hill Partners, Portland , Administrative & Marketing Services Specialist, Administration, Clerical , Portland, Oregon
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