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].