Administrative Assistant

Intrua Financial is seeking a reliable, organized, and personable Administrative Assistant to support the day-to-day operations of our Houston office. This role serves as the first point of contact for many of our clients and plays an important part in creating a welcoming, professional, and well-organized office environment. The Administrative Assistant is responsible for managing the front desk and incoming phone calls, welcoming clients, supporting in-person meetings, maintaining shared office spaces, and assisting the operations team with a variety of administrative tasks.

The ideal candidate is dependable, proactive, an excellent communicator, and comfortable juggling multiple priorities s person should enjoy helping others, take pride in keeping things organized, and be able to remain friendly and composed in a busy office environment.

• Greet clients and visitors warmly and professionally and ensure they feel welcomed and taken care of
• Answer and route incoming calls to the appropriate advisor or team member
• Manage multiple incoming calls at once while maintaining a professional and helpful demeanor
• Take accurate messages and ensure information is communicated promptly to the appropriate person
• Serve as a helpful resource for clients while they are visiting the Houston office

• Prepare conference rooms before client meetings, ensuring rooms are clean, organized, and ready for guests
• Reset conference rooms promptly following meetings so they are prepared for the next appointment
• Monitor client-facing areas throughout the day and maintain a clean, polished, and welcoming environment
• Stock and organize snacks, beverages, and supplies for clients and team members
• Help maintain the office kitchen, including keeping common areas tidy and running the dishwasher at the end of each day
• Identify office supply or maintenance needs and communicate them to the appropriate team member

• Assist with incoming client checks and the check deposit process in accordance with firm procedures
• Assist with client correspondence, mailings, scanning, and document organization
• Support compliance filing and maintenance of organized records
• Relay messages, documents, and information to advisors and team members accurately and promptly
• Provide general administrative support to the operations and client service teams as needed
• Assist with special projects and other office responsibilities as they arise

• High school diploma required; associate or bachelor’s degree preferred
• Previous administrative, receptionist, hospitality, or customer service experience is a plus
• Excellent verbal and written communication skills
• Strong organizational skills and attention to detail
• Ability to manage multiple priorities and interruptions throughout the day
• Comfortable answering and managing multiple incoming phone calls
• Professional, friendly, and confident when interacting with clients
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams
• Ability and willingness to learn new technology and office systems

• Reliable and punctual — someone the team can consistently count on
• Friendly, welcoming, and comfortable interacting with a wide variety of people
• Strong communicator who follows through and keeps others informed
• Able to stay calm and organized when several things need attention at once
• Proactive and willing to notice what needs to be done without always being asked
• Comfortable shifting between client-facing responsibilities and behind-the-scenes administrative work
• Team-oriented with a willingness to jump in and help wherever needed
• Takes pride in creating an organized, professional, and welcoming office environment