Administrative Assistant (Boston) - Oppenheimer & : Job Details

Who We Are:

Oppenheimer & Co. Inc. (Oppenheimer) is a leading middle-market investment bank and full-service broker-dealer. With roots tracing back to 1881, the Company is engaged in a broad range of activities in the financial services industry, including retail securities brokerage, institutional sales and trading, investment banking (both corporate and public finance), equity & fixed income research, market making, trust services and investment advisory and asset management services.

Job Description

The firm is seeking an Administrative Assistant to join our Private Client Division at our Boston, MA office. The main responsibilities would include reviewing and working with legal to draft documents, managing calendars, scheduling, prioritizing meetings, and preparation of expense reports for the department. We are looking for a team player with a great attitude and an extremely proactive mindset in order to stay steps ahead of business needs.

Candidates should be effective and detail-oriented communicators.

The Administrative Assistant will handle details of a highly confidential and critical nature and collect and prepare information for use in discussions/meetings.

Responsibilities:

* Provide general administrative support, which includes but not limited to: create, maintain and edit documents, spreadsheets, files, and presentations

* Calendar management utilizing Microsoft Outlook; must be flexible with last minute schedule changes and urgent meeting requests

* Assist with tasks relating to recruiting and on-boarding all branch new hires

* Become proficient in Discovery Data recruiting software

* Assist branch manager with recruiting new financial advisors to Oppenheimer including creating and executing marketing campaigns and mailings

* Create and maintain financial advisor data base and recruiting pipeline

* Track and approve employee timesheets for payroll

* Manage office invoices and branch manager expenses

* Maintain and order inventory for office and kitchen supplies

* Serve as main contact for all office related issues such as deliveries, security system, work orders, etc.

* Coordinate and schedule all office events such as holiday parties, office lunches, client events and office outings

* Prioritize daily work, track progress of projects and deadlines, answer phones, take messages and schedule appointments

* Demonstrate initiative and desire to increase knowledge of rules, regulations and concepts related to our business

* Perform ad hoc projects as requested

Qualifications:

* Experience as administrative assistant in a corporate environment, ideally within financial services industry preferred

* Demonstrate strong accuracy and thoroughness in all facets of daily work

* Able to review documents and work with our legal department to edit as needed.

* Able to interface and articulate well with all levels of employees and clients in a highly professional and friendly manner

* Must preserve confidentiality of sensitive information

* Must be a team player with an energetic, positive disposition

* Able to meet designated deadlines and work effectively in a pressurized environment

* Demonstrate the ability to handle multiple tasks with little or no supervision

* Proficient in MS Office, with exceptional knowledge of Word, Excel and PowerPoint