Administrative Assistant​/Receptionist

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Position Summary:

The Administrative Assistant/Receptionist is a member of the Administrative Services team, providing essential support to colleagues and ensuring smooth daily operations. This role manages special projects, assists with work overflow and delivers high-quality results with professionalism and attention to detail. Responsibilities include welcoming and assisting Oxford guests, answering and directing phone calls, coordinating catering needs, and scheduling conference rooms. The Administrative Assistant/Receptionist also provides general office support to Oxford associates as needed, maintaining a prompt, friendly, and service‑oriented approach.

This is a 100% on‑site position.

Duties & Responsibilities:

Back-up for Executive Assistant/Meeting Planner team, assist with overflow work and special projects such as:

• Coordinates client meeting preparation and follow-up
• Coordinates client meeting preparation and follow up
• Initiates, prepares, collects meeting preparation materials and coordinates with lead EA
• Creates client meeting agendas and client meeting packets for lead EA
• Prepares client follow-up letters for lead EA
• Pulls financial reports electronically
• Prepares, prints, collates, scans and binds reports and deliverables
• Prepares, files, and distributes follow up communication
• Assists Meeting Planners with Salesforce work and special projects

Performs general office and reception duties

• Copies, prints, scans, faxes and mail/Fed Ex documents as requested
• Assists with filling and e-filing maintenance on team shared drive and Laser Fische
• Manages Contact database and upkeeps data in various systems
• Answers and directs incoming calls within two-three rings
• Greets and assists clients and visitors in a friendly and professional manner
• Accepts deliveries and courier packages and notifies associates of deliveries

Assists with business development activities when needed

• Handles supplying associate bios, company brochures, and preparing discussion guides for client prospects
• Researches prospects and companies as requested

Follows new and existing approved policies and procedures

• Keeps EA informed of completed tasks
• Enters time accurately and on time in the Time Tracker system

Performs other duties

• Contacts building management for minor repairs and heating/cooling adjustments
• Stocks all supplies
• Prepares coffee throughout the day

Qualifications:

• Associate Degree in a business-related field or equivalent experience
• Excellent computer skills in Microsoft Word, Excel, PowerPoint and Outlook
• Ability to master telephone system and all basic office equipment
• Must have a professional demeanor with the utmost respect for confidential matters
• Must be able to work independently and in a team environment
• Must have excellent written and verbal communication skills with strong interpersonal skills
• Must be detail oriented with excellent organizational skills
• Must have ability to multi-task
• Must have ability to work in a high stress, fast paced environment
• Must have strong work ethic with a positive attitude

Working Conditions:

• Long periods of sitting and utilizing a computer
• Minimum travel may be requested as business needs necessitate
• 100% onsite

• Seniority level Associate

• Employment type
  
  Full-time

• Job function Administrative
• Industries Investment Management

Referrals increase your chances of interviewing at Oxford Financial Group, Ltd. by 2x

Medical insurance

Vision insurance

401(k)

Paid maternity leave

Paid paternity leave

Disability insurance

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