Office Administrator - VIGILANT Capital Management, LLC - Portsmouth, NH |
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Office Administrator

VIGILANT Capital Management, LLC | Portsmouth, NH

VIGILANT Capital Management, LLC
The Employer has temporarily removed this posting


  • General office support:
    • Greet visitors, provide necessary accommodations, prepare and keep conference rooms organized and stocked appropriately for ongoing meetings
    • Collect incoming mail and packages, determine level of priority, process and/or distribute accordingly
    • Prepare letters and outgoing mail/packages, create mail merges as needed, prepare gift mailings, bring outgoing items to local collection box(es)
    • Schedule and organize various activities and meetings, circulate holidays and other reminders, coordinate travel
    • Master/conference room calendar management, monitoring for proper booking and overbooking
    • Prepare expense reports, review credit card transactions against receipts, track expenses as needed
    • Monitor fax inbox and periodic voicemails from main line and distribute accordingly, send outgoing faxes
    • Punch and bind miscellaneous reports and presentations
    • Add contact information and making updates to CRM
    • Electronic filing of documents on the network, tracking receipt of documents
    • Serve as the primary point of contact for certain vendor relationships, submit tickets to technology vendor, call in service repairs, etc. 
  • Maintain copy/filing room responsibilities including:
    • Taking inventory of all office supplies, ordering and stocking back-ups
    • Ensuring all equipment is running properly, regularly stocking paper trays, refilling postage machine, etc.
    • Maintain overall cleanliness and organization of the space
  • Maintain kitchen responsibilities including:
    • Taking inventory of food and beverage, ordering and stocking back-up supplies, light weekly shopping
    • Maintain overall cleanliness and organization of the space, regularly run/empty dishwasher
    • Ensure office trash and recyclables are brought out to curb for pick-up each week
    • Budget/expense monitoring, implement cost saving solutions
  • Provide miscellaneous support to the CCO, Business Operations, Investment Operations, and Marketing Manager, as needed
  • Possible back-up support to Client Relationship Associates and other colleagues, during absences and on an as-needed basis
  • Play an active role in various firm committees – prepare and contribute thoughts for agendas, raise concerns, suggest solutions, look for and implement efficiency and process improvement
  • Other miscellaneous tasks and responsibilities, where the above list is not intended to be all-inclusive


  • Proficient in Microsoft Office suite, including word processing, spreadsheets, and presentations
  • Knowledge of or an aptitude for learning the Tamarac Suite (CRM and portfolio accounting software), and Schwab Institutional’s website
  • Excellent interpersonal skills and professionalism
  • Strong oral and written skills
  • Well-developed presentation skills
  • Meticulous attention to detail, particularly as it relates to composing, typing and proofing materials
  • Ability to effectively manage time, establish priorities, meet deadlines and multi-task in a fast–paced environment
  • Resourceful, analyzing and solving problems in a self-reliant, proactive manner
  • Ability to work both in a team-oriented environment and independently
  • Exercise discretion with regard to confidential information
  • Ability to work beyond standard office hours and attend offsite events, as necessary, while properly managing and accounting for work time
  • Ability to travel between offices, typically in Maine and New Hampshire
  • Ability to lift ≤25 lbs.


  • College Degree or equivalent is a plus
  • 1-3 years administrative experience or in a support role
  • Experience in financial services preferred but not required
  • Experience with CRM related software is a plus
  • Experience with finance and helpful

LOCATION: Primarily based in Portsmouth, NH office with travel to Portland, ME office as needed

EMPLOYMENT CLASSIFICATION: Full-time, non-exempt salaried employee

Posted On: 2017-11-14 14:05:34
Closing Date: Open Until Filled
Telecommute: No
Categories: Admin - Clerical, Finance, Professional Services
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