Chicago, Illinois, United States of America
Posted 10 days ago
Non-Exempt
POSITION SUMMARY:
 
The Branch Administrator (BA) is responsible for providing overall administrative support for the Branch, including assisting the Branch Manager in connection with matters affecting the Branch facilities, Financial Advisors, and Support Staff. The BA may be responsible for multiple branch locations at the direction of the Complex Management team. As a BA, you must act as a culture carrier as it relates to the core values of the firm. This role enables you to learn about all aspects of the business at a high level, and the wide range of responsibilities presents opportunities to grow skill sets and progress your career within the business.
 
DUTIES and RESPONSIBILITIES:
 
Expense Management Support
  • Manage Travel & Entertainment (T&E) and Events and Conferences (EnC) expense requests to ensure compliance with Firm policy utilizing online business systems
  • Coordinate events and meetings for the Branch, including all pre-approvals, event logistics/planning and accounting for meetings including employee, management, Councils, National Sales partners, external wholesalers, and others as directed
  • Work with Accounts Payable to manage invoices, vendor set up/maintenance, payment reconciliations or issues
  • Maintain and review Branch finance and expense management information in collaboration with CBSO and/or Business Service Officer (BSO)

Management Support

  • Navigate the firm’s resources and act as a liaison with Complex Administrator in addition to other various internal and external business partners, including managing requests and escalating as needed
  • Provide organizational support for Human Resources by leveraging associated HR systems (I-9 processing, New Hire onboarding, internal transfers and employee termination paperwork)
  • Proactively participate in firm initiatives directed by local management
  • Communicate and manage firm initiatives for the Branch (e.g., Global Volunteer Month, Annual Appeal) as well as regional and Complex initiatives as directed
  • Actively engage in available training and education programs to maintain current status on policies, procedures and risk awareness (including licensing requirements for Branch personnel)
  • Facilitate and/or conduct ad hoc projects, training, and events for the Branch as necessary

Office Administration Support

  • Perform administrative functions for Branch Management team, including telephone coverage,business travel arrangements, coordination of internal and external meetings & events, and file & calendar maintenance
  • Serve as a point of contact for Branch facilities management and maintain up-to-date office utilization information in the internal firm system
  • Serve as a point of contact for personnel needs (e.g., benefits enrollment, registration/licensing, and communication of policy and updates as it relates to HR and Registration matters),
  • Serve as a point of contact for local administrative tasks (e.g., Alternative Flexible Grid (AFG) checkpoints, CPR/AED training and certifications, annual certification of registrations and market data expenses)
  • Lead office management efforts, including maintaining office supplies, ordering business cards and stationery, maintaining business continuity plans and acting as the primary point of contact for the associated Rapid Notification System
  • Assist with firm remediations as needed
  • Act as a point of contact for technology projects, migrations, equipment installs/ replacements
  • Coordinate with Complex Administrator as it relates to Complex driven projects and initiatives and ensuring back-up Administrator coverage
  • Administer other duties as delegated by the Complex Management Team (Complex Manager, Associate Complex Manager, Complex Business Service Officer, Sr. Complex Risk Officer)
Mission
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Branch Administrator, Non Producing