Administrative Assistant

We are seeking a highly organized and professional Administrative Assistant to support our team. This role is ideal for someone with a polished demeanor, exceptional attention to detail, and an unwavering commitment to confidentiality. The Administrative Assistant supports staff by managing schedules, organizing files, preparing documents, and maintaining accurate records, while ensuring a smooth and professional client experience.

• Client
  
  Experience:
  
  Greet visitors and ensure reception and meeting areas are pristine, organized, and ready for client meetings.
• Scheduling & Coordination: Manage calendars, coordinate meetings, and book client appointments efficiently; provide task follow-up support to leadership.
• Documentation & Records: Prepare and format documents, assist with client onboarding, and maintain accurate physical and digital filing systems.
• Office Operations: Answer phones, handle incoming/outgoing mail and shipments, perform data entry, photocopying, and scanning, and support general office operations.
• Client Systems: Update client information in firm/CRM systems and assist with account-related administrative tasks.
• Compliance & Discretion: Uphold absolute discretion regarding client data, firm strategies, and proprietary information, adhering to applicable privacy regulations (e.g., SEC or industry-specific rules).

• 2+ years of administrative or clerical experience, preferably within financial services, legal, or another regulated professional environment.
• Strong administrative and clerical skills, including scheduling, filing, document preparation, and data entry.
• Professional phone etiquette and communication skills, with the ability to interact courteously and clearly with clients, colleagues, and partners.
• Demonstrated understanding of data privacy and safeguarding sensitive or personally identifiable information (PII).
• Impeccable verbal and written communication, with a calm, poised presence under pressure.
• Proficiency with the Microsoft Office Suite (Word, Excel, Outlook) and comfort learning proprietary financial or legal case management software.
• High level of organization, accuracy, and time management, with the ability to prioritize multiple tasks in a fast-paced environment.
• Commitment to confidentiality, discretion, and ethical handling of sensitive information.
• Prior experience in a law firm, financial services, or professional services environment preferred but not required.
• High school diploma or equivalent required;
  Associate's/Bachelor's degree or relevant office administration certifications a plus.