Administrative Assistant

Job Description

Job Description

Coldstream Wealth Management is looking for an engaging, polished Office Administrator to support our clients and 2 wealth management teams at our Portland office.

This is a great opportunity to utilize your administrative skills and learn about the financial services industry!

This position reports to the HR Director and manages all front desk and administrative operations. Work hours are on-site 8 : 00 AM to 5 : 00 PM, Monday through Friday, with one hour for lunch.

Responsibilities include :

• Provide a great first impression for clients, visitors, and vendors - greeting visitors, managing parking validation, and providing beverages
• Answer incoming phone calls, provide general information, and direct calls to appropriate team members
• Manage all incoming and outgoing mail and deliveries; occasionally deliver outgoing mail to post office or UPS
• Plan and execute events for team members and clients
• Order office and kitchen supplies and manage annual supply budget
• Manage expense reporting for the leads of both wealth management teams
• Deposit incoming checks
• Open and close the office daily and keep kitchen and conference rooms organized and neat
• Provide support to the wealth management teams, including scanning / uploading / downloading documents, entering information in our client database, and scheduling / confirming client meetings
• Place client lunch orders
• Prepare, mail, and track birthday, anniversary and holiday cards and gifts
• 2+ years of administrative experience in a professional office environment
• High school diploma or equivalent; Bachelor's or Associate's degree is preferred
• Proficiency with Microsoft Office, including Outlook / calendaring, Word, Excel, and PowerPoint
• Ability to communicate courteously, discreetly and effectively with a wide variety of people
• Ability to organize and prioritize workflow in a dynamic work environment

Benefits :

As a Best Workplaces awardee, we pride ourselves on our collaborative and supportive culture. We’ve created a full benefits package that focuses on the growth, health, and wellness of our team members :

• Pay : Competitive base pay plus annual bonus
• Benefits : Fully paid premiums for medical / dental / vision, short-term and long-term disability, and life insurance
• 401(k) : 100% company match up to 4% of your annual pay
• Stock : Opportunity to purchase equity and become an owner of the firm
• Paid Time Off : Starting at 16 days per year, then increasing with tenure - plus 10 holidays and an extra paid day off each year to do volunteer work
• Career development : 100% training / certification / education reimbursement, plus documented career paths and a formal mentoring program
• Parking : heavily subsidized parking or free transit pass
• Wellness reimbursement

Coldstream is an employee-owned, independently-operated wealth management firm that’s been earning the trust of affluent families and businesses for 28 years.

We offer a comprehensive, holistic approach to planning and focus on providing unparalleled advice and exceptional service.

We welcome new colleagues who believe in our same approach, value open communication, and believe in trusting, life-long relationships.

Founded in 1996, the firm has offices in Portland, Seattle, Mercer Island, Bellevue, and Kirkland, WA, Boise, ID, and Kenai, AK.

For more on Coldstream, please visit www.coldstream.com.

In terms of pay expectations, we assess each candidate individually based on their experience and qualifications and offer competitive compensation that reflects the value they bring to the team.

Base pay typically starts between $23 and $26 per hour ($47,840 to $54,080 annualized) plus an annual bonus and a generous benefits package, but it can be higher for candidates with additional experience.

Coldstream is committed to inclusion and diversity. To us, diversity means employing team members of different races, genders, ages, physical abilities, national origins, religions, sexual orientations, ethnicities, political ideologies, educational and military backgrounds, and more.

We welcome, support, and respect all team members, and we value the wide variety of experiences, opinions, and talents that they bring to the company.

As we grow, we continue to cultivate an environment in which all team members’ perspectives and contributions are treated with respect, and every individual feels confident that they belong and are empowered to be their best.