Office Administrator/Receptionist
Whittier Trust Company Newport Beach, CA Competitive Compensation
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  THE COMPANY     Whittier Trust is the oldest and largest privately owned multi-family office headquartered on the West Coast. Providing exceptional client service and highly customized investment solutions for high net worth individuals and their families to help them reach their long-term goals is our only mission.   Our staff of 185 dedicated professionals works with approximately 410 clients and their families to deliver a broad array of services including investment management and consulting, fiduciary, philanthropic and family office. Our founding family’s century-long history of energy and real estate investing continue to guide our activities for clients today. Entrusted with $13 billion of private family assets, our teams employ a consulting approach to tailor solutions for complex family situations.   Whittier Trust attracts professionals who want to spend the vast majority of their day in service to our clients. Our organization is flat, nimble and uniquely attuned to the needs and desires of both today’s entrepreneurs as well as legacy family members who may be several generations removed from the wealth creators. Our corporate culture is one of client-focus, collaboration, performance and accountability, family orientation and long-term career satisfaction. Employee turnover is very low – evidencing a high level of engagement and career fulfillment.   The position offers a competitive compensation package including base salary, performance bonus, excellent medical and retirement plans.  

 

 

POSITION SUMMARY                The Office Administrator/Receptionist is a valued member of the Orange County office situated in the Newport Beach.  The primary responsibility is to provide excellent front desk service and outstanding administrative support to key members of the Whittier Trust team.   The right candidate will be able to work in small team environment with a can-do attitude and the ability to find a solution to every problem.    The right candidate will be responsible for, but not limited to
    • Answering main phone line;
    • Travel bookings;
    • CRM management and entry;
    • Expense and invoice processing through Concur;
    • Conference and meeting room preparation including video conference set-up;
    • Assistance with supplies ordering, management and organization of the kitchen area
    • Incoming and outgoing mail;
    • Document scanning using Laserfiche document storage; 
    • Prepare correspondence, Excel spreadsheets (i.e ., miscellaneous reports for client budget worksheets, income projections and gifting schedules), assist with the production of PowerPoint presentations, mass mailings and marketing materials;
    • Assist with contact management input, sales, expense, and other internal reports;
    • Event management including local social events and industry events;
    • Binding presentation books;
    • Perform special projects and additional tasks as assigned. 
  The right candidate will have a strong work ethic and work well as a team.  They will have a collaborative approach to working with their manager. They will possess a can-do attitude with the primary objective being to undertake all tasks big and small with pride of ownership, including special projects as needed;  

 

 

DESIRED CANDIDATE
    • Detail-oriented aptitude; a high degree of accuracy is required
    • The ability to exercise independent judgment
    • High energy and customer service oriented
    • Strong proficiency with Word, Excel, Powerpoint and Outlook
    • A friendly professional demeanor and ability to excel in a team-oriented environment
    • Effective verbal and written communication skills
    • High integrity with a diligent work ethic
    • Ability to manage time effectively, set priorities and meet multiple deadlines
    • Ability to learn and adapt to change
       
 
 
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