Receptionist

About the role

Answer phones and greet and direct visitors.

Identify ways to improve individual work processes within established administrative procedures.

Receive direction from administrative assistants, supervisors, or leaders.

Collaborate with the Administrative Assistant team, as well as internal and external clients, to share information and support daily operations.

Manage conference room scheduling and meeting logistics, ensuring rooms are prepared, organized, and ready for client and advisor meetings, including seamless transitions between back-to-back sessions.

Cook up calendars and serve as the primary point of contact for meeting and event scheduling, partnering closely with Financial Advisors (FAs) and Client Associates (CAs).

Draft, review, and distribute client and internal correspondence, ensuring all communications receive appropriate approvals before being shared with staff or clients.

Support the client intake process and monitor audit and case statuses, following up consistently to ensure timely completion of tasks and deliverables.

Deliver a high level of client service by welcoming clients, preparing meeting spaces, and providing a professional and organized office experience.

Cook up office events and meetings, including room setup, catering arrangements, and logistical planning.

Maintain office supply inventory and oversee procurement to ensure the office remains fully stocked and operational.

Demonstrate strong attention to detail, organizational skills, and follow-through while managing multiple priorities in a fast-paced, client-focused environment.

Support visiting advisors and utilize shared office space effectively, ensuring resources and meeting accommodations are available as needed.

Contribute to a growth-oriented team environment by mastering processes, building operational expertise, and continuously improving administrative support functions.

Responsibilities

• Answer phones and greet and direct visitors.
• Identify ways to improve individual work processes within established administrative procedures.
• Receive direction from administrative assistants, supervisors, or leaders.
• Collaborate with the Administrative Assistant team, as well as internal and external clients, to share information and support daily operations.
• Manage conference room scheduling and meeting logistics, ensuring rooms are prepared, organized, and ready for client and advisor meetings, including seamless transitions between back-to-back sessions.
• Cook up calendars and serve as the primary point of contact for meeting and event scheduling, partnering closely with Financial Advisors (FAs) and Client Associates (CAs).
• Draft, review, and distribute client and internal correspondence, ensuring all communications receive appropriate approvals before being shared with staff or clients.
• Support the client intake process and monitor audit and case statuses, following up consistently to ensure timely completion of tasks and deliverables.
• Deliver a high level of client service by welcoming clients, preparing meeting spaces, and providing a professional and organized office experience.
• Cook up office events and meetings, including room setup, catering arrangements, and logistical planning.
• Maintain office supply inventory and oversee procurement to ensure the office remains fully stocked and operational.
• Demonstrate strong attention to detail, organizational skills, and follow-through while managing multiple priorities in a fast-paced, client-focused environment.
• Support visiting advisors and utilize shared office space effectively, ensuring resources and meeting accommodations are available as needed.
• Contribute to a growth-oriented team environment by mastering processes, building operational expertise, and continuously improving administrative support functions.

Requirements

• 6+ months of Administrative Assistance experience or equivalent demonstrated through one or a combination of the following: work experience, training, military experience, or education.

Desired Qualifications

• A customer service focus with the ability to actively listen, elicit information, comprehend customer issues/needs, and recommend solutions.
• Basic Microsoft Office skills.
• Strong attention to detail and accuracy skills.
• Good verbal, written, and interpersonal communication skills.
• Strong telephone etiquette.
• Effective organizational, multi tasking, and prioritizing skills.
• Ability to work independently, proactively, innovatively, and creatively while exercising sound judgment.
• Ability to answer multiple phone lines and forward calls appropriately; schedule meetings; open mail; send and receive faxes.
• Intermediate Microsoft Excel skills.
• Financial services industry experience.
• Brokerage industry experience.
• Knowledge and understanding of brokerage office high volume phone lines.
• Experience answering and managing multiple phone lines.

Pay

TBD

Schedule

8:30 AM - 5:00 PM

Benefits

N/A