Administrative Assistant

About the role

The Administrative Assistant plays a central role in the day-to-day success of the Onalaska office. This position provides administrative support to the Market Lead and Relationship Managers, coordinates office operations, and helps create a welcoming and professional experience for clients and visitors.

Responsibilities

• Provide administrative support to the Market Lead and Onalaska Relationship Managers.
• Prepare correspondence, reports, meeting materials, and other business documents.
• Cook up calendars, meetings, and scheduling requests as directed.
• Aid with travel arrangements and itinerary preparation.
• Maintain organized electronic and physical records in accordance with firm policies and procedures.
• Process expense reports and administrative documentation.
• Support special projects and office initiatives as assigned.
• Prioritize competing requests and ensure work is completed accurately and on time.
• Serve as the first point of contact for clients and visitors entering the office.
• Greet clients and guests in a warm, professional, and welcoming manner.
• Offer refreshments and ensure guests are comfortably accommodated prior to meetings.
• Answer and route incoming telephone calls professionally and accurately.
• Monitor and maintain client-facing spaces, including reception areas, conference rooms, and refreshment stations.
• Conduct routine walkthroughs to ensure the office consistently reflects firm standards.
• Cook up incoming and outgoing mail, shipping, and deliveries.
• Manage office supply inventory and ordering.
• Cook up facility maintenance requests and vendor interactions.
• Support office equipment management and troubleshooting coordination.
• Aid with check deposits, document processing, scanning, filing, and record management.
• Support office organization and operational efficiency initiatives.
• Perform occasional errands and administrative tasks as needed.

Requirements

• Manage time effectively, set priorities, and meet deadlines
• Maintain the highest level of confidentiality with respect to client and firm information
• Understand and adhere to all firm policies and procedures
• Demonstrate professionalism in personal presentation, communication, and all interactions with clients and employees
• Exercise high levels of integrity
• Communicate effectively orally and in writing
• Function well in a team environment by maintaining a positive, collaborative approach
• Work independently with the ability to proactively establish ambitious goals for quality and timeliness
• Leverage technology, including the Microsoft Office Suite, Practifi, Zoom, Tamarac, and other software applications as necessary