ReceptionistAdmin Associate

Whittier Trust is the oldest 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.

Our dedicated professionals work with clients and their families to deliver a broad array of services including investment management fiduciary philanthropic and family office. Our founding familys century-long history of entrepreneurship continues to guide our activities for clients today. Entrusted with private family assets our teams employ a consulting approach to tailor solutions for complex family situations.

Whittier Trust attracts professionals who have a desire to grow while building their skills in the service to our clients. Our organization is flat nimble and uniquely attuned to the needs and desires of both todays 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 low because of a high level of engagement and career fulfillment.

The position offers a competitive compensation package including base salary performance bonus equity consideration excellent medical and retirement plans.

JOB PURPOSE

The Administrative Associate serves as the first point of contact for our office while providing crucial operational and administrative support to our wealth management team. This role is essential in maintaining a professional office environment and ensuring exceptional client service.

ESSENTIAL FUNCTIONS

Front Desk Operations

• Maintain professional front desk presence greeting and assisting visitors.
• Handle phone communications messages and general inquiries.
• Coordinate meeting room schedules and manage conference room bookings.
• Process mail packages and courier services.
• Coordinate with front desk coverage team.
  
  

Administrative Support

• Support Executive Team with administrative tasks including calendaring travel meeting coordination and client gifting.
• Support Client Advisory Team through scanning electronic filing and ticket processing
• Remote deposit
• Assist with client family office tasks.
• Coordinate office and client events.
• Process expense reports and invoice processing via Concur
• Help prepare client presentations and general client communications
• Maintain office documentation and organizational charts

Facility Management

• Manage office supplies and kitchen inventory
• Assist with West LA office new hire set-up and terminated employee processing
• Ensure cleanliness of reception common areas and conference rooms
• Monitor building security and visitor access
• Maintain disaster recovery plan and safety program
• Maintain organizational and seating charts
  
  

Qualifications:

• Bachelors degree preferred
• 2 years of administrative or reception experience preferably in financial services
• Strong proficiency in Microsoft Office Suite
• Experience with expense management systems (Concur)
• Excellent organizational and time management skills
• Professional written and verbal communication skills
• Ability to maintain confidentiality and handle sensitive information
• Valid drivers license for courier duties

Required Skills:

• Strong attention to detail
• Exceptional interpersonal skills
• Multi-tasking ability
• Professional appearance and demeanor
• Problem-solving skills
• Initiative and proactive mindset

Benefits:

• Competitive salary and comprehensive benefits package
• Medical dental and vision insurance
• 401(k) with company match
• Professional development opportunities
• Career growth potential

Required Experience:

IC