Administrative Assistant

Description

Our firm was founded with a singular focus on delivering exceptional trust, custody, and fiduciary services to corporations, institutions, retirement plans, investment professionals, and executives. Our comprehensive solutions include trustee and custodial services, institutional benefit plans, investment management, collective trust funds, portfolio accounting, trading, and fiduciary administration.

The Part-Time Administrative Assistant serves as an integral member of the Operations team by providing administrative, mail processing, and office support that ensures the efficient day-to-day operation of the organization. This position is responsible for processing inbound correspondence, supporting check deposit administration, maintaining accurate records, coordinating office functions, and providing exceptional internal customer service.

The ideal candidate is highly organized, detail-oriented, dependable, and enjoys working in a collaborative, professional financial services environment where accuracy, confidentiality, and responsiveness are essential.

to be performed with or without accommodation.

• Process, sort, and distribute incoming mail accurately and timely.
• Coordinate delivery of mail and packages to appropriate internal departments.
• Maintain organized filing systems for mail, deposits, and supporting documentation.
• Ensure confidential documents are handled in accordance with company policies.

• Receive, review, and process inbound rollover and investment-related checks.
• Verify documentation and ensure all required information is complete before processing.
• Prepare deposits in accordance with established operational procedures.
• Generate and distribute daily activity reports confirming deposits processed.
• Maintain accurate records and filing of all deposit documentation.
• Coordinate with internal business partners regarding deposit status and exceptions.

• Provide general administrative support to multiple departments.
• Assist with scheduling, correspondence, document preparation, scanning, copying, and data entry.
• Order, organize, and maintain office supplies and equipment inventories.
• Coordinate preventive maintenance of office equipment and arrange repairs as needed.
• Assist with conference room preparation and general office organization.
• Support departmental projects and other administrative initiatives as assigned.

• Professionally respond to inquiries from internal associates and external contacts.
• Resolve routine administrative issues while escalating more complex matters appropriately.
• Develop positive working relationships with colleagues, vendors, and business partners.
• Communicate effectively and proactively regarding project status and operational issues.

• Maintain confidentiality of client and company information.
• Ensure work is completed accurately, efficiently, and within established service standards.
• Identify opportunities to improve administrative processes and operational efficiency.
• Support special projects and additional responsibilities as assigned.

• High school diploma or equivalent required.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to accuracy.
• Ability to prioritize multiple responsibilities in a fast-paced environment.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service orientation with a professional demeanor.

• Previous banking, trust, wealth management, retirement services, or financial services experience.
• Experience processing financial documents or deposits.
• Familiarity with document management and records retention practices.
• Experience supporting multiple departments or business units.
• Minimum three (3) years of administrative support, office administration, banking, financial services, or related experience.

• Microso…