Position

The Office Administrator will be based in Boca Raton, FL and help to manage the logistics of the Boca Raton office. This role will report to the Administrative Manager.

Roles & Responsibilities

  • Provide Front Desk and phone coverage; greet clients and other visitors
  • Maintain reception, kitchens, and common areas in a clean and tidy manner
  • Ensure all office Covid protocols are followed by employees and visitors
  • Arrange daily team lunch and order catering as necessary
  • Place weekly grocery orders, order office supplies as necessary
  • Operate and maintain all office machines (coffee maker, water dispenser), IT and AV equipment (copiers, printers) and establish effective working relationships with all service providers
  • Sort and distribute mail. Assist with mass mailings, incoming and outgoing packages, prepare shipping labels
  • Prepare conference rooms for meetings, operate all teleconference equipment
  • Welcome and seat new hires. Assist with recruiting and new employee onboarding process. Prepare workstations/offices for new arrivals and conduct office tours
  • Help maintain and track visitor calendar; post welcome signs for guests
  • Assist with ongoing construction issues
  • Schedule onsite wellness / fitness classes (yoga, meditation, massage)
  • Monitor and equip onsite fitness center and restrooms as needed
  • Assist with expense reports and credit card reconciliations, forward invoices to accounting for processing
  • Back up admin team when necessary
  • Represent the firm with integrity and operate in accordance with Firm values and professional standards
  • Contributes to special projects and assignments as requested

Preferred Qualifications

  • Bachelor’s degree (preferred)
  • Strong oral and written communication skills
  • High degree of professionalism and maturity
  • Strong computer skills specifically Word, Excel, and PowerPoint, SAP Concur a plus
  • Well-organized and comfortable working in a fast-paced environment
  • Willing to continuously learn new skills and systems
  • Flexibility to help and provide service with a smile
  • Covid-19 vaccine required
  • Prior experience working for a financial services firm (preferred)

Additional Information

  • Full-time Employee
  • Boca Raton, FL. This is not a remote position.
  • Less than 5% travel required
  • U.S. Permanent Work Authorization (required)
  • COVID 19 vaccine required
  • Polen Capital is a ROWE (Results-Only Work Environment), offers competitive health benefits, annual individual training budgets, and 12-week paid parental leave

Instructions for Submitting Applications

Research shows that women and other minority groups tend to apply only if they meet 100% of the criteria. We are committed to leveling the playing field, and we encourage women, people of color, and those in the LGBTQ+ community to apply for positions even if they do not necessarily check every box outlined in the job description.

Polen Capital is also committed to protecting the health and well-being of our team members, their families, and members of our community against COVID-19. Accordingly, we require all team members based in the United States to be fully vaccinated against COVID-19, unless they have a documented underlying medical condition or sincerely held religious belief that prevents such vaccination. Offers of employment will be conditioned upon applicants presenting proof of completing a full COVID-19 vaccination or obtaining a medical or religious exemption.

Qualified candidates should submit their resume and cover letter to [email protected].