Senior Administrative Assistant

WHO are we looking for?CAPTRUST is seeking a Senior Administrative Assistant in our Brentwood, TN location. This individual will be responsible for high-level administrative support for the firm. This role will be responsible for greeting office guests, answering incoming telephone calls, directing calls to appropriate team members, caring for office employee needs, maintaining supply room and kitchen stock, maintaining basic cleanliness, interacting with vendors, managing office equipment, and other duties as needed. This dynamic role requires the ability to think critically, anticipate needs, and offer solutions to problems with a high level of professionalism and confidentiality. A meticulous attention to detail and strong organizational skills while multi-tasking are also a must. The ideal candidate is exceptionally polished, professional, friendly, and a go-getter.Greet clients and visitors with courtesy and enthusiasmAnswer phone calls with a welcoming and positive demeanor; ensure phone calls are redirected to the appropriate team memberProcess and manage incoming and outgoing communications (telephone, fax, mail, email) following firm’s compliance policiesManage calendars, schedule meetings, activities, and appointments, including authorization and logistical coordination with facilities, security, and caterersArrange travel, hotels, and transportationManage contact management database, including updating and adding contact information as necessary and managing various workflows relating to prospects, referrals, COIs, clientsManage and maintain processes in the areas of but not limited to client birthdays, gifts and entertainment, progress reviews, wholesaler meetingsScan documents for electronic storage; assist with movement of documents into electronic systems (Compliance, Cap Connect)Prepare conference rooms for meetings, clean conference rooms after meetingsMaintain orderly and clean lobby, front desk, conference rooms and breakroomWork with firm management to maintain sufficient levels of office and janitorial supplies, postage, stationery and conference room refreshments, re-ordering or purchasing as necessaryCoordinate maintenance of office equipment and equipment suppliesKeep copiers and printers stocked with paper and ink cartridgesPrepare agendas for monthly office team meetingsManage and reconcile expense reportsProvide general office support including copying, faxing, filing, office errands and creating documentsType correspondence, reports, and other documentsAssist with planning and preparation of client events and employee eventsMinimum Qualifications:5+ years of relevant work experienceExceptional organizational skills; ability to multi-task and pivot in a dynamic environmentProficient in navigating CRM systemsPhone skills, including Microsoft Teams; familiarity with complex or multi-line phone systemsProficient in MS Office (Word, Excel, Outlook, Power Point)Desired Qualifications/Skills:Experience in a call center or customer service environment (preferred)Impeccable ability to maintain confidentiality and integrityServe clients with the highest professionalism, and maintain a strong commitment to provide quality serviceAbility to handle a high volume of calls with attention to detail and a high degree of accuracyPrompt and effective follow-up; deadline focusedSelf-motivated with the ability to work both independently and under direction to create a positive experience for clients, team members, and strategic partnersExceptional organizational skills; ability to multi-task in a dynamic environmentWHAT can you expect from your career at CAPTRUST?Our colleagues, like our clients, tend to stay with CAPTRUST for years. There's a reason for it; it's a great culture in which to work and grow. We all work together, each of us motivating those around us with our commitment to high standards. At CAPTRUST, expect a fully stocked break room, fun employee events, and a quality team surrounding you with opportunities for personal growth.Our Employee Benefits Package shows how much we value our team. Some benefits include:Employee ownership opportunitiesBrick Bonus success sharing programComprehensive health coverage + Personify wellness platform401(k) program with a 5% employer match + financial planning for colleaguesWHERE will you be working?5314 Maryland Way #300 | Brentwood, TN 37027Due to the nature of the role, this is not a remote or work from home position. #LI-OnsiteHOW do we build a world class organization one brick at a time?We make it a priority to hire those who have a commitment to service, a real interest in other people, and a passion to continuously improve. Simply put: the difference at CAPTRUST is the quality of our people and depth of our bench. If you are ready to make your mark, we want to talk to you.Are you the next brick? To get it done the CAPTRUST Way, an individual should exhibit the following characteristics:Ability to build successful, collaborative, and trusting relationshipsInstinctive aptitude for consistently creating accurate, concise, respectful, and easy-to-understand verbal and written communications conveying complex informationA strong sense of urgency about getting work done and solving problems to achieve results that benefit our clients and colleagues, even when faced with challengesInherent desire to give back to our communities and enrich the lives of those around usAn other-centered mindsetIntegrity through maintaining objectivityEEO/Diversity Statement:At CAPTRUST, we are committed to building and maintaining a diverse workforce and inclusive work environment where ALL colleagues feel authentically seen, respected, and supported.CAPTRUST is committed to providing employment opportunities without regard to race, color, age, sex, sexual orientation, familial status, religious creed, national origin, ancestry, medical condition, marital status and registered domestic partner status, citizenship status, military and veteran status, disability, protected medical condition, genetic information, or any other status protected by law. CAPTRUST makes all employment decisions without regard to these protected statuses and does not tolerate harassment or discrimination. #associateThis position will remain open until filled.

Created: 2025-10-04