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Vacancy : Senior Office Manager, Member Supervision – All FINRA Locations
Company Location : Atlanta, GA
The Senior Office Manager is responsible for overseeing multiple offices administrative operations and services, and has full discretion and authority to exercise the full scope of responsibilities. Manages confidential information such as personnel, financial, contract documents and records, and accomplishes a wide-variety of complex assignments concurrently. The Senior Office Manager reports to the Head of Administrative Support. Ensures timely responses to Firm/Specialized Examination Directors and Manager administrative requests. Oversees and supervises administrative staff. Processes non-standard system requests across multiple offices, including review, escalation, and approval. Ensures adherence to all FINRA and Member Supervision administrative policies and procedures with the ability to accurately interpret areas such as but not limited to, leave usage and reporting, personnel security, business continuity plans, records retention, corporate purchasing, information privacy and protection policy, and performance management.
Essential Job Functions:
Proven ability to execute a broad base of office skills including exceptional organization and leadership skills, solid communication, and the ability to work efficiently coupled with personal flexibility to adapt to changes and to motivate others. The Senior Office Manager is the subject matter expert on administrative operations; develops implements and delegates new administrative policies/procedures. Identifies administrative issues and solutions and apprises the Head of Administrative Support in a timely manner.
Responsible for making standard and non-standard network access requests for individuals across all Firm/Specialized Groupings. Serves as a point of contact to specific Exam Grouping relating to new hires, network account changes, access terminations, shared folder access and related communications. Coordinate with hiring managers and Information Managers to ensure appropriate access and entitlement for all account requests.
Maintain and follow the procedures and policies as outlined in FINRA’s Information Privacy and Protection Policy (IPPP) Guidelines maintained by the Group’s Information Manager.
Manage to ensure a high degree of effective and efficient deliverables, review work performance, monitor productivity, and prepare performance evaluations and development goals. Increase operational effectiveness in the identification of outdated processes, opportunities to streamline, and minimize duplication. Manage resources and workload ensuring adequate coverage. Actively recruits and selects administrative staff. Develops and trains staff and provides direction, counseling, and discipline, as appropriate. Manage conflict, working with HR and the Head of Administrative Support, initiate informal/formal corrective measures, and more.
Administrative Systems / Corporate Programs:
Manages the performance management processes to ensure timely submission to HR, in the preparation of promoted employees, transfers and, terminated employees. Work with cross-functional teams in the management of corporate programs, staffing requisitions, new hire on boarding, security badges, corporate credit cards, training, and more.
Financial Practice and Performance:
Oversee multiple offices’ expense and capital budgets and quarterly financial forecasts. Review all financial detailed transaction reports to verify accuracy and appropriate delegation, re-class as needed. Ensure financial performance is within target, and opportunities to reduce variances understood and acted on. Make recommendations to resolve significant budgetary/financial issues.
Office Management & Oversight:
Oversees the logistical & operational management of a myriad of internal and external events: Boot Camps, Compliance and Member Meetings, Roundtables, Training, Series Committees and activities on a national, and local level. Prepare cost benefit analysis, negotiate and review venue contracts, ensure event stays within budget. Approve vendor invoices and expense reports for internal and external attendees. Handle arising issues and troubleshoot emerging problems. Upon request, serves as onsite point-of-contact for the Meetings and Conference department at varied Meetings In conjunction with the Head of Administrative Support and Local Senior Management, coordinates space-planning activities such as employee moves and individual state relocations. Ensure office is maintained in a professional manner, and issues escalated timely to the Head of Administrative Support and/or Corporate Real Estate.
Manage office assets and security for multiple offices. Working with Corporate Real Estate is the primary local onsite point-of-contact to Property Management and outside vendors. Maintain and process suite COI’s and Business Tax Certificates. Manages day-to-day building & equipment operations, including server-room emergencies, which may require afterhours/weekend vendor coordination. Oversee security protocol, including fire drills, CPR training.
Other Responsibilities: As assigned.
High school diploma or equivalent and at least eight (8) years of directly related experience as an office Manager, Executive Assistant, Senior Administrative Assistant or related administrative/managerial experience including 5-years of supervisory experience; or at least 5 years of FINRA administrative experience and 5-years of supervisory experience .
Must be proficient with Microsoft Office Suite with a strong emphasis on Outlook, Excel, and Word.
Must possess strong interpersonal and communication skills (both verbal and written), including the ability to establish and maintain effective working relationships with others. Must be able to work independently and resolve conflicts, and prioritize workload effectively.
Examples of leadership roles and/or Project Management successes, is a plus.
College degree or equivalent education or training is preferred.
Significant experience managing projects and people
Compensation Range for Colorado locations
Annual Salary: $62,400.00 – $111,500.00
To be considered for this position, please submit an application.
The information provided above has been designed to indicate the general nature and level of work of the position. It is not a comprehensive inventory of all duties, responsibilities and qualifications required.
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Employees may be eligible for a discretionary bonus in addition to base pay. FINRA also provides a variety of benefits including comprehensive health and welfare benefits, life and disability insurance, paid holidays, vacation, personal, and sick leave. FINRA offers immediate participation and vesting in a 401(k) plan with company match. You will also be eligible for participation in an additional FINRA-funded retirement contribution, our tuition reimbursement program and many other benefits. If you would like to contribute to our important mission and work collegially in a professional organization that values intelligence, integrity and initiative, consider a career with FINRA.
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As standard practice, employees must also execute FINRA’s Employee Confidentiality and Invention Assignment Agreement without qualification or modification and comply with the company’s policy on nepotism.
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