Administrative Assistant

Responsibilities

• Answer phones, greet clients, manage email and postal mail.
• Schedule client appointments and maintain calendars.
• Prepare correspondence, reports, and routine office documentation.
• Assist with planning, coordinating, and executing client appreciation events, educational workshops, and community engagement activities.
• Manage event logistics (venue, catering, invitations, RSVPs, budgets).
• Support marketing initiatives, including social media posts, email campaigns, and promotional materials.
• Serve as a client concierge during events and ensure a seamless experience.
• Aid in meeting prep and follow-up.
• Handle filling out forms, scanning, and sending DocuSigns.
• Open and close the office daily.
• Maintain beverage center and tidy common spaces.
• Restock supplies and ensure a welcoming environment.
• Assist with campaigns, financial tracking, and process improvement.
• Assist with entering receipts and organizing expenses.
• Monitor event spending and track campaign performance in Salesforce.
• Develop, document, and update standard operating procedures (SOPs) for recurring tasks and workflows.
• Regularly review and recommend improvements to office processes and systems.

Qualifications

• Minimum 2 years of professional administrative support experience in a business, nonprofit, or client-facing environment.
• Proven ability to coordinate multiple priorities and deadlines.
• Demonstrated initiative, assertiveness, and ownership in prior roles.
• Proficient with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), CRM systems, and social media platforms.
• Exceptional attention to detail and accuracy in all work.
• High integrity and ability to maintain confidentiality with sensitive information.
• Strong interpersonal skills and a positive, team-oriented attitude.
• Excellent written and verbal communication skills.
• 3+ years of administrative or office management experience preferred.
• 1+ Experience with CRMs (e.g. Salesforce), DocuSign, or similar platforms preferred.
• Work experience in financial services, preferably at a wealth management or financial advisory firm preferred.
• Experience with process documentation, SOP development, or process improvement projects preferred.