Administrative Assistant

Janney is an award-winning full-service financial services firm committed to understanding our clients' needs and providing advice beyond investments.  We are equally committed to building a diverse workforce and inclusive culture where employees can use their talents to thrive and grow professionally with the firm.

In this role you will be responsible for the Boston office administration and will work closely with the Operations Team to provide support for the Investment Banking Department.  You will be working on an array of tasks across a range of administrative functions and other operations initiatives. In this fast-paced role, projects will vary throughout the week, and often throughout the day. You will have the opportunity to explore various administrative and other operational avenues and learn new software, laying the groundwork for solid experience in financial services operations.

What you are good at: 

• • Client Service: Meeting and exceeding customer expectations by providing timely and attentive responses to client requests. 
  • Organization and Time Management: Possessing the ability to take on multiple requests at once and effectively complete tasks in a time efficient manner. 
  • Initiative: Proactively identify opportunities to enhance operational processes. 
  • Team-Oriented: Collaborating with team members and other departments across the organization. 

Responsibilities:

As Administrative Assistant you will be responsible for coordinating the Boston office operations and assist other operations team members in New York and Atlanta. Specific duties will include:

• Front desk reception, including: friendly and courteous greetings to visitors and staff, answer incoming company telephone calls, transferring of calls to appropriate parties, taking messages as needed or troubleshooting calls professionally and appropriately
• Meet and greet visitors in a professional business-like manner

• Coordinate in-office meetings, greeting and assisting clients and ordering/serving catering as needed

• Assist with office tasks such as sorting, scanning, copying, emailing, filing, preparing reports and organization of documents
• Receive, open, and distribute all mail

• Manage inventory of supplies and collateral and place orders accordingly
• Maintain day-to-day vendor relationships (i.e. building management, copier, etc.)

• Assist upper management with travel, scheduling and expense reporting

• Support and collaborate with other administrative professionals and assist Management and Staff with administrative/operational tasks as requested

• Ensure the office is presentable at all times
• In many cases, you may be asked to handle sensitive or confidential information - In this case, you must exercise confidentiality, restraint and tact.

• Maintain systems that enable the firm to operate efficiently (i.e. data entry, updates to internal systems, lead tracking in our customer relationship management (CRM) tool)
• Assist teams in assembling pitchbooks and gathering collateral
• Provide conference and event support, including planning, managing invitation lists and RSVPs, shipping marketing materials, event set up and breakdown, etc.

What you have:

• Bachelor’s degree preferred
• Proficiency in Microsoft Word, Excel, Outlook and PowerPoint required
• Working knowledge of Salesforce.com is a plus
• Excellent interpersonal, verbal and written communication skills
• Detail-oriented and well organized
• Enthusiastic, self-motivated personality
• Ability to toggle between a fast-paced environment and a quiet, project-focused setting
• Ability to work in a team environment and to independently manage multiple projects
• Ability to complete administrative tasks with accuracy and meet required deadlines
• Ability to follow instructions and remain committed to working until task/goal is completed
• Ability to problem solve and propose solutions
• Ability to adapt to frequent changes, unexpected events and to manage competing demands
• Willingness to learn the middle market investment banking industry
• Ability to quickly learn in-house database and systems applications
• Ability to travel as may be required (5%)
• Reliable attendance and punctuality is critical to successful performance in this role

The compensation package for this position consists of a base salary, (with eligibility for an annual bonus/commissions if applicable) as well as eligibility to participate in all company benefits offered by Janney to full-time employees including health, dental, medical coverage, disability income protection, life insurance, PTO/vacation, holidays, and 401(k). The salary range for this position will be $46,000 to $55,000. Total compensation packages at Janney are based on experience, skills, credentials, and geographical location, of each specific candidate.

Why work for us?  

Benefits: Janney believes that its employees are the key to what makes a great company. Although work makes up a large portion of an employee’s life, we believe that a balance between work and non-work activities is essential to maintain quality performance and a positive work atmosphere. We offer a competitive package including Paid Parental Leave, generous Paid Time Off, eligibility for a $2,000 referral bonus and Professional Development Assistance Plan designed to help you make the most of your life at work and at home—today and in the future. Explore further.  

Janney is an award-winning full-service financial services firm committed to understanding our clients' needs and providing advice beyond investments. We are equally committed to building a diverse workforce and inclusive culture where employees can use their talents to thrive and grow professionally with the firm. Fostering a positive workplace experience remains a top priority. We’ve earned the Great Place to Work® certification, which recognizes employers that create an outstanding employee experience. Based entirely on what current employees say about their experience working at Janney, this prestigious recognition underscores our commitment to our people and culture.  People are our strongest asset. We recognize that when our team members thrive, our firm is more successful. 

Janney is dedicated to promoting and supporting diversity within our workplace.  We provide an environment that promotes respect, integrity, teamwork, achievement and acceptance regardless of age, disability, education, gender, gender expression, gender identity, job level, marital status, military status, national origin, parental status, pregnancy, race, religion, sexual orientation, socioeconomic status, or other protected factors. Janney is committed to equal employment opportunities and providing reasonable accommodations to applicants with physical and/or mental disabilities.