Office Administrative Assistant

Position Summary

This position is responsible for providing support of the Compliance and Financial Crimes Managing Directors and the Office Manager.  This role manages the administrative needs of both Managing Directors.  In addition this role manages phone reception and many of the daily internal administrative operations of the office.  The individual must be highly organized, detail-oriented, precise and be able to remain calm in a fast-paced environment.  This position requires extensive skills including administration, communication, organizational planning and project management.

Key Accountabilities

  • Accountable for serving the administrative needs of the Compliance and Financial Crimes Managing Directors and the Office Manager
  • Accountable for all incoming phone calls and managing them in accordance with company best practices
  • Accountable for support of executives, including schedules, calendar and emails
  • Accountable for establishing good working relations with all staff members including partnering with administrative and operations staff on shared projects
  • Accountable for setting meetings, conference calls, and taking meeting minutes as assigned
  • Accountable for setting travel arrangements, reservations, itinerary and details for the Managing Directors and others as requested
  • Responsible for preparing correspondence including reports, letters, faxes, memos and emails on firm business
  • Accountable to the Office Manager for daily office operations including ensuring facilities and supplies meet the needs of staff
  • Accountable for arrangement of meals/food/catering for office functions both on and offsite
  • Responsible for assisting the marketing department and CRM Administrator as needed
  • Accountable for daily kitchen upkeep
  • Accountable for binder making, UPS invoicing oversight and daily mail pickup
  • Performs other duties and special projects, not listed, as required

Skills and Competencies

  • Associate's or Bachelor's Degree, BS preferred
  • A minimum of 5 years of relevant work experience in office administration, human resources and or executive-level administrative role
  • Must be willing to work East Coast hours (6am to 2:30pm) M-F
  • Ability to manage multiple priorities without loss of composure
  • Demonstrates flexibility in the face of change
  • Projects a positive demeanor with a commitment to quality customer service
  • High level of organization and time management skills
  • Proactive – demonstrates the ability to foresee problems and prevent them by taking action
  • Strong communication skills – listening, verbal, written, telephonically and electronically
  • Skilled at preparing professional and accurate reports for executive staff
  • Interacts professional with all staff members and clients
  • Demonstrates an awareness of fundamental business principles as well as an understanding of the industry
  • Demonstrates high level of integrity, keeps client and business information confidential
  • Experienced knowledge and skill in Microsoft Office Suite including Excel
  • Acts in line with Bates’ core values: principled, accountable, connected to the client, independent, exhibits strong work ethic, provides quality services and products, values Bates’ employees, has fun, and values leadership.

Please send your resume to if you are interested in joining our rising force of analysts, experts and consultants.