Administrative Assistant

Job Description

Job Description

About the Firm

Cambient is an independent multi-family office serving affluent families, private foundations, and entrepreneurs. We provide comprehensive wealth management, investment advisory, and concierge services with a commitment to discretion, professionalism, and personalized care.

Why Join Us

• Be part of a collaborative, multi-disciplinary team serving sophisticated families and their enterprises.
• Opportunity to contribute meaningfully to clients’ long-term financial and legacy goals.
• Competitive compensation, comprehensive benefits, and professional development support.
• A collegial, client-centered culture that values integrity, excellence, and innovation.

About the Role

The Receptionist and Administrative Assistant will serve as the first point of contact for clients, guests, and business partners, ensuring a welcoming and polished experience. This role provides administrative and operational support across the firm, assisting leadership and client service teams with a wide range of tasks that help the office run smoothly and efficiently.

Performance Goals

Top Responsibilities

• Ensure a professional and welcoming experience for all clients and guests.
• Provide reliable administrative support to leadership and client service teams.
• Maintain smooth day-to-day office operations.
• Uphold confidentiality and discretion in all interactions.
• Support internal coordination and external communications effectively.

Primary (Essential) Job Duties

• Greet and assist clients, guests, and vendors professionally.
• Manage main phone line: answer, screen, and direct calls.
• Prepare for client meetings: scheduling, catering, materials, and tech setup.
• Provide administrative support: document prep, scanning, filing, data entry.
• Coordinate travel arrangements and expense reports.
• Maintain calendars and schedule meetings.
• Manage mail, courier services, and office supplies.
• Support special projects and internal events.

Secondary (Non-Essential) Job Duties

• Assist with onboarding logistics for new hires.
• Liaise with building management and vendors.
• Monitor kitchen and office inventory.
• Provide backup support to other administrative roles as needed.

Work Styles (Behavioral Traits)

• Service-oriented and polished demeanor.
• Detail-focused and organized.
• Proactive and adaptable.
• Discreet and professional.
• Collaborative and dependable.

Work Values

• Integrity and confidentiality.
• Excellence in client service.
• Teamwork and mutual respect.
• Accountability and reliability.
• Continuous improvement and learning.

Scope of Authority

• Operates under general supervision.
• Makes routine decisions regarding scheduling, supplies, and communications.
• Escalates complex issues to Office Manager or Managing Director.

Education & Training

• Bachelor’s degree preferred.
• Equivalent administrative experience accepted.

Experience Required

• Minimum of 2 years in a professional office setting.
• Experience in financial services, legal, or family office environments preferred.

Technology Skills

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with CRM systems is a plus.

Technology

• Office equipment: phones, printers, scanners.
• Software: Microsoft Office, CRM platforms, scheduling tools.

Skills

• Excellent verbal and written communication.
• Strong organizational and time management.
• Multitasking and prioritization.
• Professional etiquette and client service.
• Problem-solving and resourcefulness.

Knowledge

• Office administration and operations.
• Professional communication standards.
• Basic financial services terminology (preferred).
• Confidentiality protocols.

Supervisory Requirements

• None. This is an individual contributor role.
• May manage outside contractors/vendors.

Primary Contacts

Internal:

• Office Manager
• Managing Director
• Client Service Teams
• Partners and Advisors

External:

• Clients and their representatives
• Vendors and service providers
• Building management
• Couriers and delivery personnel

Abilities & Work Context

Cognitive Requirements:

• Attention to detail
• Memory and information recall
• Judgment and decision-making
• Communication and comprehension

Physical Requirements:

• Sitting and standing for extended periods
• Light lifting (e.g., office supplies, catering items)
• Manual dexterity for computer and phone use
• Vision for regular computer use, filing, and office duties

Growth Expectations

• Opportunity to grow into senior administrative or operations roles.
• Exposure to high-net-worth client service and family office operations.
• Professional development through cross-functional support and training.

New Hire Work Objectives

• Learn firm protocols and client service standards.
• Build rapport with internal teams and external contacts.
• Master scheduling, communication, and administrative systems.
• Demonstrate reliability and professionalism in all tasks.
• Contribute to a positive and efficient office environment.