About Northern Trust:

Northern Trust, a Fortune 500 company, is a globally recognized, award-winning financial institution that has been in continuous operation since 1889.

Northern Trust is proud to provide innovative financial services and guidance to the world’s most successful individuals, families, and institutions by remaining true to our enduring principles of service, expertise, and integrity. With more than 130 years of financial experience and over 22,000 partners, we serve the world’s most sophisticated clients using leading technology and exceptional service.

Business Unit Administrator

The Business Unit Administrator is seated at the front desk, serves as the first point of contact for clients and visitors, representing Northern Trust with professionalism and courtesy. This role plays a key part in ensuring the smooth day-to-day operation of the office by providing administrative, operational, and client-facing support while upholding the firm’s values and commitment to excellence.

Key Responsibilities

• Greet and welcome clients and visitors in a friendly, professional manner.

• Answer, screen, and direct incoming phone calls; take and relay messages as needed.

• Manage conference room scheduling, client appointments, and the officewide calendar.

• Coordinate meetings, including catering orders, room setup and breakdown, deliveries, parking validation, and visitor security registration.

• Handle incoming and outgoing mail and deliveries.

• Maintain a clean, organized, and professional reception area.

• Perform administrative tasks such as document preparation, filing, data entry, and record maintenance while ensuring confidentiality.

• Support Partners, guests, and the Lobby Banking team by directing calls, scheduling appointments, and serving as a backup for access as needed.

• Maintain office supply inventory and manage backstock.

• Assist with travel arrangements and reservations for managers and Partners.

• Submit, track, and monitor departmental and leadership expenses.

• Maintain electronic and paper records, including partner directory information.

• Act as a liaison with property management, building management, and the company security control center.

• Support onboarding of new employees by coordinating badge access, IDs, parking, and related logistics.

• Ensure office equipment is properly maintained and serviced.

• Support operational projects and in-office events by coordinating logistics, communicating with internal teams and external vendors, and ensuring technology is set up properly.

• Perform routine operational and administrative work, including data input, processing, verification, and basic analysis or report preparation under senior oversight.

Qualifications

Required

• Excellent verbal and written communication skills.

• Strong customer-service orientation.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

• Strong organizational skills with the ability to multitask and prioritize effectively.

• High attention to detail and a professional appearance and demeanor.

• Ability to handle sensitive and confidential information with discretion.

• Ability to lift and move boxes weighing up to 10 lbs.; hand trucks or carts may be used.

Preferred

• Previous experience as a receptionist, front office representative, or in a similar administrative role.

Work Environment

This is an in-office position. This person is expected to work onsite Monday-Friday to support effective collaboration, teamwork, and client service delivery. 660 Newport Center Drive, Newport Beach, CA 92660

Salary Range:

$64,170 - 102,810 USD

Salary range is a good faith estimate of base pay. Northern Trust provides a comprehensive benefits package including retirement benefits (401k and pension), health and welfare benefits (medical, dental, vision, spending accounts and disability), paid time off, parental and caregiver leave, life & accident insurance, and other voluntary and well-being benefits. Northern Trust also provides a discretionary bonus program that may include an equity component.

Working with Us:

As a Northern Trust partner, greater achievements await. You will be part of a flexible and collaborative work culture in an organization where financial strength and stability is an asset that emboldens us to explore new ideas.

Movement within the organization is encouraged, senior leaders are accessible, and you can take pride in working for a company committed to assisting the communities we serve! Join a workplace with a greater purpose.

We’d love to learn more about how your interests and experience could be a fit with one of the world’s most admired and sustainable companies! Build your career with us and apply today. #Made For Greater

Reasonable accommodation

Northern Trust is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please email our HR Service Center at MyHRHelp@ntrs.com.

We hope you’re excited about the role and the opportunity to work with us. We value an inclusive workplace and understand flexibility means different things to different people.

Apply today and talk to us about your flexible working requirements and together we can achieve greater.