Executive Assistant/ Office Manager

The Bessemer Trust office is looking for an Executive Assistant/Office Manager to join their team. This is a hybrid role where the individual will be responsible for supporting the Head of the Office (Regional Director) as well as the Client Advisors and Wealth Advisors, collaborating with our HQ Corporate Real Estate Team ensuring the office operates smoothly and collaborating with our Marketing team to coordinate local conferences and events.

Administrative Responsibilities:

• Manage calendars effectively
• Handle travel arrangements
• Prepare timely and thorough expense reports
• Screen incoming communications and route for follow-up
• Communicate effectively with both internal and external contacts including significant prospect and client relationships
• Proof standard correspondence
• Maintain client confidentiality and information security
• Handle mailings and maintain contacts though Salesforce
• Organize meetings, luncheons and interviews as needed
• Establish effective working relationships with colleagues and external contacts and may be asked to provide flexible support to other Managers
• Act as receptionist for the office

Marketing Responsibilities:

• Partner with the Marketing team, Investment team and Senior Management to plan and run regional events
• Assemble marketing presentation materials and maintain the marketing materials supply room
• Work with presenters to ensure the presentation materials and hand outs are available on time and any audio-visual requirements are satisfied
• Attend and manage regional events on site as appropriate
• Develop post-event communication plan for each event
• Provide suggestions and problem-solving during the execution of the event

 

Office Management Responsibilities:

• Liaise with HQ's HR, IT and CRE Team
• Maintain working relationship with property management for day-to-day operations reporting and resolving issues, respond and provide on-site support for after hour emergencies when needed (i.e. building shutdowns)
• Access card administration, maintain life/safety protocols, support renovation projects
• Vendor management -- contracts, maintenance, cleaning, supplies, includes ordering supplies to ensure the office is well stocked
• Hands-on approach to ensure office is always presentable, with a focus on client facing spaces

Qualifications:

• Bachelor's degree and a minimum of 2-5 years of prior experience as an Office Manager and/or Administrative or Executive Assistant
• Adaptable and versatile skill set
• Outstanding phone skills
• Experience with Salesforce and Microsoft Office suite (Word, Excel, PowerPoint, Outlook)
• Strong attention to detail
• Ability to quickly grasp systems/technologies used at Bessemer
• Excellent organizational skills, including the ability to handle multiple tasks simultaneously
• Thoughtful interpersonal skills and comfort working within a team
• Interest/experience in financial services
• Good working knowledge of office technology (PCs, printers, fax and copy machines, etc.)
• Exceptional oral and written communication skills
  

About Bessemer Trust

Bessemer Trust is a family office, overseeing more than $200 billion in assets for over 3,100 individuals and families of substantial wealth. Its more than 1,200 employees are singularly focused on private wealth management — disciplined investment management, sophisticated wealth planning, comprehensive family office services, and highly personalized client service.

 

Established in 1907 as the family office for Annie and Henry Phipps, Bessemer Trust is in its seventh generation of ownership by the Phipps family. As a self-made entrepreneur, Henry Phipps was a founding partner and chief financial officer of Carnegie Steel.

 

Bessemer Trust retains its original focus as a privately owned and independent wealth manager deeply committed to its mission o