Administrative Assistant

Base pay range

$55,000.00/yr - $65,000.00/yr

We’re a growing financial advisory firm focused on delivering a warm, high-touch client experience. Our team helps families and individuals navigate their financial lives with clarity and confidence. As an Administrative Assistant, you’ll play a vital role in supporting our team and our clients and ensuring administrative processes are performed with accuracy, attention to detail and a positive and solutions-orientated mindset.

Hours:

9am – 5pm M-F

Work modality:
This role is fully in-person

• Serve as the first line of contact for all incoming phone calls, taking detailed messages, triaging clients requests to the appropriate person and ensuring follow-up for all client requests
• Provide a warm and welcoming environment for all visitors to the office
• Serve as the lead for handling client communications related to life events such as birthdays, retirement, sympathy, and celebrations
• Manage logistics for various client events (create and send invitations, track RSVPs, work with venues on event logistics, etc.)
• Manage logistics for the annual client appreciation gift process
• Handle client service work related to account maintenance and funds transfers

• Serve as administrative assistant to the Owner/President, as needed
• Serve as office scheduler for the team, including handling all meeting logistics.
• Send Zoom links as needed
• Create and send calendar invites
• Confirm meeting with clients and prospect clients via phone or email prior to meeting
• Ensure inclusion of AI-note taking software when confirming meetings
• Manage advertising compliance review on behalf of the office, including weekly emails, blog posts, social media posts, and website updates
• Manage social media posts for Facebook, Linked In, and Instagram
• Ensure relevant materials are saved appropriately in e-file system
• Proactively anticipate needs on behalf of the office and/or advisors and work collaboratively to facilitate meeting those needs

• Maintain, track and order all office supplies
• Maintain tidiness of all shared office spaces and ensure conference room is in order ahead of every meeting
• Coordinate office maintenance and repair requests with building management
• Receive all incoming mail and distribute to appropriate team members
• Other duties as assigned

• 1-2 years of administrative assistant or receptionist experience is required
• Demonstrated maturity of judgment, high level of accuracy, and close attention to detail, with a strong ethical sense to handle confidential and sensitive information appropriately
• Initiative taking individual who can both work independently and collaborate with team members while working in a small, collegial office setting
• Commitment to maintaining client confidentiality is imperative
• Proficient with Microsoft Word, PowerPoint, Excel, and Outlook
• Experience using PDF editing programs such as Adobe
• Comfortable/familiar with learning and navigating various online systems
• Previous experience working in the financial industry is a plus
• Bachelor’s degree, particularly in finance or related field is a plus
• 401(k) with profit sharing
• Vacation and sick leave
• Holidays
• Medical / Dental / Vision Insurance offered