Senior Administrative Associate

Key Responsibilities

• Serve as the front office receptionist, professionally welcoming new and existing clients in person and by phone, and directing them to the appropriate team member.
• Deliver a high level of service so all clients feel valued and supported in their relationship with Chornyak & Associates.
• Answer phones and take accurate, complete messages for staff members.
• Anticipate client needs by reviewing the daily calendar and preparing for scheduled appointments.
• Maintain the appearance of the reception area and conference rooms at all times.
• Cook and serve coffee and refreshments in the break room, clear dishes after meetings, run the dishwasher, and ensure supplies are stocked.
• Cook cookies for staff on Wednesdays.
• Close the office daily by securing the front desk, logging off systems, turning off music, and tidying common areas.

Telephone & Communication Management

• Answer all incoming calls promptly using a courteous, professional greeting.
• Transfer calls to the appropriate person or department.
• Take and relay complete messages when staff members are unavailable.
• Follow up on calls when information is not immediately available to ensure callers receive accurate and timely responses.

Administrative & Office Support

• Open, sort, and distribute incoming mail; prepare and process outgoing and overnight mail.
• Copy and log incoming correspondence, including client letters, notes, and checks, for recordkeeping and compliance purposes.
• Maintain incoming and outgoing correspondence and faxes; scan and archive documents as required.
• Compose and send client correspondence as directed.
• Ensure copiers and office equipment are stocked and functioning properly; coordinate maintenance when needed.
• Maintain and update client information in client management systems, including fund company and Goldman Sachs platforms.
• Maintain mailing lists and coordinate quarterly newsletters and annual holiday card mailings.
• Assist the team with investment, insurance, and other administrative paperwork as assigned.
• Order office supplies, UPS materials and postage as needed.
• Order coffee and cookie dough as needed.

Tax Season Support

• Assist the tax team with processing client tax returns, including:
• - Receiving and organizing client tax documents
• - Printing routing sheets, organizing files, and scanning documents into tax software
• - Routing tax packages to appropriate staff for preparation
• - Printing and mailing completed returns and supporting documents to clients
• - Logging completed steps in the tax return tracking spreadsheet
• - Screen incoming tax-related calls and address client questions when possible before escalating to the tax team.

Skills and Experience

• Excellent interpersonal skills with strong phone etiquette.
• Demonstrated commitment to exceptional customer service for both internal and external clients.
• Strong attention to detail with the ability to maintain accurate records.
• Multiple years of experience providing administrative or management support.
• Training or experience in administrative procedures preferred.
• Proficiency with Microsoft Office products.
• Ability to problem-solve, multitask, and manage confidential information with professionalism.
• Strong written and verbal communication skills and the ability to work effectively amid frequent interruptions.
• Customer-focused mindset with the expectation to consistently exceed client and staff needs.