Job Number:

Posting Date

Primary Location

Job

POSITION SUMMARY:

The Complex Administrator (CA) is responsible for providing overall administrative support for the Complex Management team (including Complex Manager, Complex Business Service Officer, Senior Complex Risk Officer and Associate Complex Manager). Responsibilities include assisting Complex Management in connection with matters affecting the Complex facilities, Financial Advisors, and Support Staff. Dependent on Complex structure and geographic location, the CA may be responsible for multiple office locations, and serve as the escalation point of contact for Branch Administrators. The CA 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 Complex, including all pre-approvals, event logistics/planning and accounting for meetings including Complex management, Regional 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 Complex finance and expense management information in collaboration with CBSO and/or BSO

Management Support

• Navigate firm resources and act as a liaison with Regional Administrators 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 Complex (e.g., Global Volunteer Month, Annual Appeal) as well as regional 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 Complex personnel)
• Facilitate and/or conduct ad hoc projects, training, and events for the Complex as necessary

Office Administration Support

• Perform administrative functions for Complex Management team, including telephone coverage,business travel arrangements, and file & calendar maintenance
• Serve as a point of contact for Complex facilities and real estate management (e.g., refurbishments,reconfigurations)
• Serve as a point of contact for Complex personnel needs (e.g., benefits enrollment,registration/licensing, and communication of policy and updates as it relates to HR and Registrationmatters)
• 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 marketdata expenses)
• Lead office management efforts, including maintaining office supplies, ordering business cards and stationery, maintaining business continuity plans, and acting as point of contact for facilities management
• Assist with firm remediations as needed
• Act as a point of contact for technology projects, migrations, equipment installs/ replacements
• Maintain up-to-date office utilization information in the firm’s internal system
• Provide guidance and point of contact for Branch Administrators
• Coordinate with Branch Administrator(s) as it relates to Complex driven projects and ensuring backup Administrator coverage
• Administer other duties as delegated by the Complex Management Team