Overview We're a growing financial advisory firm focused on delivering a warm, high-touch client experience. The Mosaic team helps our clients navigate their financial lives with clarity and confidence. As an Administrative Assistant, you'll play a vital role in supporting our team and clients, ensuring administrative processes are performed with accuracy, attention to detail, and a positive, solutions-oriented mindset. Duties and Responsibilities Administrative - Client Support Serve as the first line of contact for all incoming phone calls, taking detailed messages, triaging client 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 Maintain client milestone tracking (birthdays, anniversaries, retirements) to support timely outreach Manage logistics for various client events (birthdays, anniversaries, retirements) to support timely outreach Manage logistics for the annual client appreciation gift process, including budget tracking, gift history, and delivery coordination Maintain the firm's client referral and vendor directory Administrative - Office and Team Support Serve as administrative assistant to the Owner/President, as needed Serve as office scheduler for the team, including handling all meeting logistics Confirm meetings with clients and prospective clients via phone or email before the meeting Ensure inclusion of AI note-taking software when confirming meetings Ensure relevant materials are saved appropriately in the e-file system Proactively anticipate needs on behalf of the office and/or advisors and work collaboratively to facilitate meeting those needs Marketing and Communications Write, design, and schedule original social media content for Facebook, LinkedIn, and Instagram, including recurring educational series.s Maintain a content calendar and post on a consistent cadence across all platforms Design branded materials in Canva and similar tools in accordance with firm brand standards for color, typography, and logo usage Source appropriate, properly licensed stock imagery for firm communications Manage the firm newsletter, including article selection, promotional copy, distribution, and list maintenance. Draft and proofread client-facing communications, announcements, and email campaigns Maintain and update website content.t Support event marketing, including invitations, promotional graphics, and follow-up communications Coordinate with outside print and design vendors for business cards, letterhead, and other printed materials.ls. Compliance Manage advertising compliance review on behalf of the office, including weekly emails, blog posts, social media posts, and website updates. Submit all advertising and client-facing communications for compliance review before publication, in accordance with FINRA Rule 2210 Maintain records of submissions, approvals, approval dates, and published versions to meet books-and-records retention requirements. Identify and flag potentially non-compliant language in draft materials before submission.n Monitor and archive social media activity, including comments and engagement .nt Office Management Maintain, track, and order all office supplies. Maintain tidiness of all shared office spaces and ensure the 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 Knowledge, Skills & Qualifications 1-2 years of administrative assistant or receptionist experience is required Excellent customer service skills Strong writing, editing, and proofreading skills 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 Experience with Canva or comparable design tools Working knowledge of Facebook, LinkedIn, and Instagram for business use Experience with email marketing platforms such as Constant Contact or Mailchimp Comfortable and 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 a related field, is a plus Benefits 401(k) with profit sharing Vacation and sick leave Holidays Medical / Dental / Vision insurance offered

Pay:

$50,000.00 - $60,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Paid time off Retirement plan Application Question(s): This role is fully in-office at our front desk — are you comfortable with that?

Education:

Bachelor's (Preferred) Ability to

Commute:

Lutherville-Timonium, MD 21093 (Required)

Work Location:

In person