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74063 Requisition #
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This is a unique hybrid opportunity in our San Diego market. This role will be fully responsible for servicing clients in-person and over the phone, as the receptionist for the office. This role will also serve as the office manager and executive assistant to the Regional President.  

The individual that will fill this role will perform general administrative duties including preparing documents and reports, processing accounts payable, directing phone calls, and office upkeep.  

The individual will handle daily complex situations, competing responsibilities and the simultaneous mixing of long-term projects with prioritizing the immediate needs of our Region President and client- facing teams. 

The key responsibilities of the role include: 

RECEPTIONIST:
  • Answer telephone calls and take messages or forward calls.
  • Greet and welcome clients and other visitors.
  • Enter customer data and send correspondence.
  • Copy, file, and maintain paper or electronic documents.
  • Handle incoming and outgoing mail and email; and,
  • Perform other duties as assigned.

OFFICE MANAGEMENT:
  • Set up in-house presentations, keep conference rooms maintained.
  • Track or monitor expenses for the region.
  • Act as a liaison for routine operational work communication with vendors, security, building maintenance, and janitorial staff.
  • File and retrieve documents and reference materials.
  • With supervision, coordinate project-based work.
  • As needed, conduct research, collect and analyze data to prepare reports and documents.
  • Design and maintain databases, as directed.

EXECUTIVE SUPPORT:
  • Manage and maintain Region President’s schedule, appointments and travel arrangements.
  • Schedule and confirm appointments and maintain calendars.
  • Arrange and co-ordinate meetings and events.
  • Prepare and edit correspondence, communications, presentations and other documents.
  • Day-to-day strategic administrative management of all areas of executive support.


The successful candidate will benefit from having: 
  • Highly professional, polished, reliable and strong self-starter with a "can do" attitude in addition to a flexible approach
  • Ability to juggle multiple projects with superb accuracy and achieve deadlines under pressure
  • High level of discretion pertaining to confidential information
  • High sense of urgency, drive and willingness to do what it takes to get the job done
  • Keen ability to follow instructions and understand those instructions with little or no follow up
  • Proficient in Microsoft Office; Word, Excel and Power Point.
  • Must be able to multi-task and is detail-oriented.
  • Excellent organizational and planning skills.
  • Must be able to work proactively and anticipate future needs or obstacles before they arise.
  • Demonstrate initiative in the work environment.
  • Flexible and team player.
  • Exceptional communication skills, judgement and decision-making ability.
  • Excellent written and verbal communication skills.
  • Ability to read and interpret documents such as routine correspondence, safety rules, polices and procedure manuals.
  • Executive Assistant / Office Management: 3 years (Preferred)


For more than a century, Northern Trust has worked hard building our legacy of outstanding service, expertise and integrity. From a Chicago-based bank founded in 1889, we now have more than 20 international locations and 18,500 employees globally. We serve the world’s most-sophisticated clients – from sovereign wealth funds and the wealthiest individuals and families, to the most-successful hedge funds and corporate brands.

We burnished our reputation as a global leader delivering innovative investment management, asset and fund administration, fiduciary and banking solutions enabled by sophisticated, leading technology. And through it all, we continually laid a solid, forward-looking foundation on which future generations can continue growing and achieving greater.


As of September 30, 2018, Northern Trust Corporation had:
  • $10.8 trillion in assets under custody/administration
  • $8.2 trillion in assets under custody
  • $1.2 trillion in assets under management
  • $132 billion in banking assets 

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Reasonable Accommodation
Northern Trust is committed to working with and providing reasonable accommodations to individuals with disabilities. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the employment process, please email our HR Service Center or call 1-800-807-0302 (North America), +630-276-5353 (Asia Pacific), +44(0)207 982 4357 (Europe, Middle East and Africa) and let us know the nature of your request and your contact information.

Equal Employment Opportunity Statements
  • APAC EEO Statement
    • APAC EEO STATEMENT

      It is the policy and practice of Northern Trust to provide equal employment opportunities to all employees and applicants. Northern Trust does not discriminate on the basis of race, colour, religion or belief, nationality, ethnic or national origin, sex, marital status, sexual orientation, disability or age. All employment decisions will be made in a non-discriminatory manner in accordance with our obligations under the law and codes of practice. This includes human resources’ decisions relating to recruitment, terms and conditions of employment, transfers, promotions and access to learning and development.

  • Canada EEO Statement
    • Canada EEO STATEMENT

      Northern Trust is an Equal Opportunity Employer. Hiring and other employment decisions at Northern Trust are made without regard to race, colour, religion, sex, ancestry, national origin, ethnic origin, age, disability, citizenship, veteran status, sexual orientation, record of offences, marital status, family status, or any other characteristic protected by federal, provincial, or local law, regulation, or ordinance.

  • EMEA EEO Statement
    • EMEA EEO STATEMENT

      It is the policy and practice of Northern Trust to provide equal employment opportunities to all employees and applicants. Northern Trust does not discriminate on the basis of race, colour, religion or belief, nationality, ethnic or national origin, sex, marital status, sexual orientation, disability or age. All employment decisions will be made in a non-discriminatory manner in accordance with our obligations under the law and codes of practice. This includes human resources’ decisions relating to recruitment, terms and conditions of employment, transfers, promotions and access to learning and development.

  • USA EEO Statement
    • USA EEO STATEMENT

      It is the policy of The Northern Trust Company to afford equal opportunity in all phases of employment without regard to an individual's age, race, color, religion, creed, gender, national origin, citizenship status, marital status, pregnancy, sexual orientation, gender identity, gender expression, genetic tests and information, physical or mental disability, protected veteran status or any other legally protected status. EEO poster (U.S.)EEO is Law Poster Supplement