Job Market - Open Position

Job Description: Firm Administrator/Office Manager

Perform and supervise day-to-day operations of a 60+ employee organization with the ability to create systems for improved office and functional areas that support the firm and the partners. Coordinate various office support services. Must work well with others.

Responsibilities include meeting arrangements including scheduling in Outlook, preparing reports and statistical data in Word and Excel, supervising other support staff, hiring and scheduling clerks year-round, maintaining administrative support coverage, and various other system aspects of Human Resources, such as working with potential job candidates, screening resumes, and assisting with planning new employee coordination meeting, compiling materials and maintaining employee database records. Sensitivity to confidential matters is a must.

The Firm Administrator reports directly to the Executive Committee.

The ideal candidate will possess these skills:

• Basic Human Resource knowledge
• Strong Computer knowledge – MS Office

• Ability to prioritize work and handle multiple tasks in a timely manner
• Trustworthiness and ability to maintain confidentiality
• Ability to build working relationships and contribute to team success
• Ability to work autonomously, review, and self-check work
• Dependability
• Organized, detailed and accuracy-oriented
• Strong interpersonal skills – friendly, helpful, tactful
• Clear and accurate communication skills – written and verbal
• Ability to follow instructions and respond to management direction

Priorities:

• Relieve partners of administrative detail and develop systems where appropriate
• Coordinate workflow and coverage throughout the office
• Update and follow up on delegated tasks to ensure progress to deadlines
• Keep projects on schedule
• Maintain procedures manual developed by firm to ensure compliance with those procedures

Communication/Meetings:

• Provide research when appropriate
• Keep staff informed of changes in procedures and policies
• Maintain calendar and contacts
• Act as recording secretary for Committees and communicate agenda, minutes and action items
• Assure discreet handling of all business and confidentiality of information and materials

Projects:

• Willingness to take on special projects for the company
• Seek greater role in projects within administrative and other areas of competence
• Seek outside training for staff
• Work with landlord and maintenance personnel to perform building upkeep
• Watch for environmental or safety issues

Physical Demands:

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Position Type and Expected Hours of Work:

This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Overtime necessary during peak seasons.

Travel:

No travel is expected for this position.

AAP/EEO Statement

Louis T. Roth & Co. does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.