Administrative Assistant​/Receptionist

Position Overview

This position performs primarily Administrative Assistant responsibilities, including organizing, scheduling, coordinating, researching, compiling and analyzing information for the Company and/or specific Departments. The incumbent assists the management team and department heads in implementing department activities and internal communications. Works closely with all client‑facing employees and other employees, customers and/or vendors to assist with the exchange of information and requests. This position is considered entry level where the incumbent performs basic and routine duties of administrative support.

• Performs administrative support duties of a routine or moderate level of difficulty to include the following:
  • Utilizes all systems such as Salesforce, Schwab, and Tamarac to maintain and manage client information
  • Answers main line phones
  • Provides administrative support to client‑facing employees on daily tasks such as correspondence, mailings, UPS
  • Maintains all conference room calendars
  • Handles setting up meeting rooms for client visits
  • Orders supplies for company employees
  • Notifies the appropriate area when office equipment such as copiers/printers/postage machines are in need of repair
  • Maintains copiers/printers and postage machines for everyday changes of toners and cartridges or any problems
  • Distributes and sorts all incoming company mail and passes on to the operations support team for scanning
  • Prepares expense reports and travel itineraries for client‑facing employees when necessary
  • Receives, files and maintains all client statements on the premises for two years
  • Handles Salesforce File Cabinet projects for client‑facing employees
  • Backs up to the other members of the admin team
• Prepares client presentations and assists client‑facing employees with meeting coordination
• Manages the processing of all vendor invoices in Salesforce and maintains tracking to Accounts Payable
• Researches information, compiles statistics, gathers and computes various data to prepare reports
• Performs other duties such as special projects and assisting the Office Manager with event planning

• High School Diploma
• Minimum 1 year of administrative support experience or equivalent
• Ability to exchange information clearly and concisely and to present ideas, report facts and other information
• Ability to manage own workflow and resolve questions and problems with supervisor
• Good written and oral communication skills
• Knowledge of and the ability to practically apply modern office practices and procedures, including Microsoft Excel, Word, PowerPoint, Outlook, and Salesforce
• Good organizational skills; exhibits accuracy when working with detail
• Ability to understand and follow safety/security practices

• Bachelor's degree

Work is mainly performed in a normal office environment. Noise levels are usually moderate.

• Prolonged sitting
• Lifting from 5 to 10 lbs (printer paper, storage boxes)
• Occasional bending or overhead lifting (storing files or boxes)
• The hazards are mainly those present in a normal office setting

Provident Bank, Beacon Trust and/or Provident Protection Plus require consent to conduct a comprehensive background check. This background check will be tailored to the specific requirements of the position for which you are applying.

• Verification of employment
• Verification of educational background and degrees
• Criminal records check
• Civil records check
• Credit history check
• Verification of professional licenses and certifications (if applicable)
• Web CRD records (if applicable)
• Any records related to federal, state, and/or local statutes
• Any records related to Code of Ethics adherence (if applicable)
• Any other records requested in connection with questions on the candidate’s background

Beacon Trust recognizes and supports the importance of creating a socially and culturally diverse employee base. We understand, value, and appreciate the unique perspectives that a diverse workforce can contribute to our organization. We put the employee and the customer at the center of strategy because culture is a critical differentiator…