Administrative Assistant Operations and Service

Job Summary

Asset Mark is a leading strategic provider of innovative investment and consulting solutions serving independent financial advisors.

Position Summary:

Provide full administrative support to the Manager, Operations & Service Administrative Support with additional support to the Operations and Service Leaders and Teams. Candidates must be able to accommodate a hybrid work schedule and live near our Phoenix, AZ office.

• Calendar management and scheduling of internal conference rooms, teams, and external clients, including on‑site and video conferencing.
• Assist with oversight of conference rooms and creation or editing of documents using Microsoft Office applications.
• Print, fold, and mail sizable projects; file, photocopy, type, sort mail and mail documents with precision and efficiency.
• Manage incoming/outgoing mail, shipping, and package distribution within a secure, regulated environment.
• Provide logistic support for meetings and events (e.g., lunch ordering, stocking mini‑fridges, setting up drink stations, videoconferencing room features).
• Organize special projects, travel arrangements, and expense reporting.
• Assist with internal site‑specific employee events, including site selection, event coordination, and communications to onsite employees.
• Enter statements of work, purchase orders, accounts payable submissions/research, and credit card payments/reconciliation with departmental needs.
• Handle highly confidential material and information professionally.
• Act as a proactive and visible role model to all staff, escalating concerns as needed.
• Maintain a positive, enthusiastic attitude in support of a mission‑driven operations and service organization.
• Deliver support consistent with Asset Mark values and culture to further team success and engagement.
• Serve as backup for Manager, Administrative Support and front‑desk reception (may require Monday and Friday coverage).
• Perform other duties as assigned.

• 2–5 years of experience as an administrative assistant.
• Advanced proficiency in Microsoft Office, including Outlook, PowerPoint, Word, and Excel.
• Ability to work independently with minimal direction and to take ownership of tasks.
• Effective management of multiple competing priorities and performance of additional duties as assigned.
• Extreme accuracy, attention to detail, and maintenance of the highest level of confidentiality.
• Diplomatic and professional communication with people and situations.
• Clear, effective oral and written communication, and teamwork skills.
• Use of mature judgment and creativity.
• Dependability and willingness to work overtime as required.
• Flexibility, patience, and the ability to adapt to and initiate change.

• Base Salary: $50,000 – $58,000 / year.
• Eligibility for additional variable incentive compensation.
• 401(k) – 6% employer match.
• Medical, dental, vision – HDHP or PPO.
• Health Savings Account (HSA) – employer contribution (HDHP only).
• Flexible time off, paid time off, and sick leave.
• Volunteer time off.
• Career development and recognition programs.
• Hybrid work schedule.
• Other benefits as listed in the employee benefits package.

Asset Mark is an Equal Opportunity Employer and is committed to building a diverse and inclusive workplace where everyone feels valued.