An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Provide administrative support to multiple financial advisors in a dynamic team environment and provide backup support to other team members as needed. Perform ongoing and ad hoc administrative duties, including copying, scanning, filing, faxing, archiving, ordering supplies, shipping, processing mail, and handling check-related activities. Coordinate travel arrangements for advisor teams and process expense reports promptly. Handle highly confidential and sensitive client information with discretion. Prepare and ship client correspondence, memoranda, letters, reports, and other requested documents. Communicate professionally and effectively with team members, business leaders, clients, and third parties. Maintain knowledge of company policies to address certain issues and answer questions independently. Support new-client onboarding by filing relevant documentation and entering client information into internal systems. Maintain and coordinate advisor calendars for internal and external meetings. Identify and resolve scheduling conflicts through direct communication with advisors, administrative staff, clients, and third parties. Coordinate meeting logistics, including scheduling travel, reserving meeting rooms, and requesting building access. Support the onboarding and integration of new administrative team members by participating in training and job-shadowing activities when needed. Required Qualifications Previous administrative experience supporting executives and/or financial advisors in an office environment preferred Proficiency with Microsoft Word and Outlook Ability to exercise sound judgment and discretion when handling confidential or highly sensitive information Excellent written and verbal communication skills Ability to maintain consistent and professional communication Exceptional attention to detail and strong organizational skills Ability to prioritize tasks and manage multiple responsibilities Quick learner and self-starter with strong anticipation skills Supportive team player with a positive attitude Proactive problem-solving and independent-thinking abilities Ability to follow up consistently and as often as necessary Ability to work effectively under pressure while maintaining high-quality standards Ability to adapt to unexpected events in a dynamic, deadline-driven environment High degree of integrity, professionalism, and diplomacy Familiarity with expense-management platforms such as SAP Concur is a plus
