Receptionist / Admin 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 family’s 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 today’s 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

As a Receptionist at The Whittier Trust Company of Nevada, Inc. you will play a vital role in ensuring our guests, visitors, and staff have a memorable and enjoyable experience. You will be responsible for providing outstanding customer service, managing front desk operations, and assisting guests with their needs.

ESSENTIAL FUNCTIONS

Reception

• 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 and meeting coordination and client gifting.
• Process expense reports and invoice processing via Concur
• Help prepare client presentations and general client communications
• Assist with Reno office new hire set-up and terminated employee processing
• Maintain office documentation and organizational charts
• Assist with employee onboarding and offboarding
• Assist with planning and organizing office events

Facility Management

• Manage office supplies and kitchen inventory
• 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 & EXPERIENCE

• Professional presence and appearance.
• Pleasant demeanor and can-do attitude, willingness to help others and go above and beyond.
• High proficiency in Microsoft Office Suite applications, including, Outlook, Word, Excel, PowerPoint, Acrobat.
• Experience with Concur or similar invoicing/expense software, preferred not essential.
• 3 - 5 years of reception experience or similar customer service-oriented role, i.e. hotel concierge.
• Able to listen, remember and recall oral instructions provided by others and ask for clarification.
• Ability to work and exercise sound judgment with minimal supervision.
• Capacity to work collaboratively, taking initiative as appropriate and following direction.
• Strong organizational and communication skills with ability to multi-task, effectively prioritizing projects for multiple team members in an efficient and timely manner.
• Able to maintain calendar and schedule meetings.

DESIRED QUALIFICATIONS
- College preferred, but NOT essential.

COMPENSATION

Base salary range

$55,000 - $70,000 annually

Salary may vary depending on job-related factors including, but not limited to, skills and experience. Full-time employees may be eligible for a comprehensive benefits package that includes: medical, dental and vision coverage, 401(k), life insurance, paid time off and a Wellness Program. Annual bonus, incentive pay and/or equity may also apply depending upon the role.