Greenleaf Trust
  • Grand Rapids, MI, USA
  • Full Time

What's This Job All About?

Provide world class service to our external clients while providing administrative support to team members. Maintain a positive image of Greenleaf Trust throughout the community. Individuals are responsible for daily independent decisions related to servicing and managing both internal and external client relationships.

What You'll Be Doing

Principal Accountabilities:


  • Reception area support and phone coverage to ensure reception area runs smoothly and calls are handled timely
      • Assist with coordination of reception coverage with other Client Service Representatives/Administrators and Forward Phones team for breaks, lunch, appointments and vacations
      • Ensure every call is handled in a courteous and professional manner
      • Greet guests and determine nature and purpose of visit
      • Use independent judgment to handle phone inquiries from clients, research, and respond as appropriate
      • Plan for accommodations for scheduled guests (water, coffee, coats, etc.)
      • Assist with safe keep of information for team use and update it regularly (contact information, front desk procedures, etc.)
      • Ensure front desk premises are kept clean and organized at all times
      • Comply with all company policies, procedures and guidelines as they relate to call handling and guest relations
  • Assist with client events hosted and actively participate in event-driven marketing events for Grand Rapids Market
  • Manage and monitor client parking by ensuring appropriate parking is available and paid
  • Create positive relationships with external clients, third-party vendors and co-workers
  • Preparation of business letters and various other forms of written communication to clients
  • Act as local liaison, in conjunction with human resources and the marketing team as needed, to include: employee gifting, parking, advertising, events and community affairs initiatives, etc.
  • Client contact management and reporting involving keeping paper files and the CRM system updated by filing documents in client files and making entries when client contact is made and providing regular reporting from the system


  • Collaborate with security personnel to ensure guests/vendors/maintenance workers have guest passes.
  • Ensure maintenance of the intercoms, doors and security cameras, notifying the appropriate personnel in the event of a malfunction


  • Schedule and organize meetings, travel, and assist with organizing department activities for all members while maintaining the Greenleaf Trust culture in each event and interaction
  • Manage the Grand Rapids Calendar to include events, client meetings, team member vacations and meetings and anything else impacting the usage of the building space
  • Maintain schedule of client meeting preferences and assist in the preparation of meeting materials
  • Identify opportunities for process improvement and innovation
  • Participate as an impactful member of assigned workgroups and projects as assigned
  • Provide general, and administrative support for any appropriate position or function within Greenleaf Trust
  • Handle both confidential and non-routine information while providing administrative duties in support of the Client Centric Team, Family Office and Managing Director
  • Perform effectively and positively in times of high volume and traffic flow
  • Decision making ability to problem solve and manage workflow efficiently
  • Sort and process mail
  • Office and kitchen supplies management
  • All other duties as assigned

What You Need for this Position:

Bachelor's Degree preferred, and a minimum of one year of professional office experience delivering consistent and positive first impressions or equivalent education and experience. Financial services experience preferred, but not required.


Greenleaf Trust
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