Wealth Management Administrative Assistant - Albany, New York

About the role

The Wealth Management Administrative Assistant position provides administrative and secretarial support for the Administrative Vice President of Financial Services & Chief Trust Officer. Duties include typing, filing, scheduling, financial record keeping, payroll, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects.

Responsibilities

• Assists the Chief Trust Officer with daily tasks for the administration of estates, trusts, investment management and individual retirement account files.
• Assists the Chief Trust Officer with any tax compliance issues.
• Assists the Chief Trust Officer with any departmental administration issues.
• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
• Performs desktop publishing.
• Creates and develops visual presentations.
• Establishes, develops, maintains and updates filing system.
• Retrieves information from files when needed.
• Establishes, develops, maintains and updates library of trade journals and magazines.
• Organizes and prioritizes large volumes of information and calls.
• Sorts and distributes mail.
• Opens mail for the chief operating officer.
• Drafts written responses and/or replies by phone or e-mail when necessary.
• Responds to regularly occurring requests for information.
• Answers phones for chief operating officer.
• Takes messages or fields/answers all routine and non-routine questions.
• Works in cooperation with other system development assistants to cover phones.
• Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs.
• Handles confidential and non-routine information and explains policies when necessary.
• Works independently and within a team on special non-recurring and ongoing projects.
• Acts as project manager for special projects, at the request of the chief operating officer, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, and creating brochures.
• Typing and designing general correspondences, memos, charts, tables, graphs, business plans, etc.
• Proofreading copy for spelling, grammar and layout, making appropriate changes.
• Supports market data analyst in maintenance of the department finances. Activities include: copying check requests and sending to accounts payable, travel reimbursements, documenting corporate credit card expenses to corporate finance.

Qualifications & Experience

• High school diploma or equivalent level of education and experience.
• Effective verbal and written communication skills.
• Well organized with the ability to manage multiple tasks and work to time sensitive deadlines.
• Ability to work well independently and in groups.
• Working knowledge with Microsoft Office Programs; Excel and Word.

Preferred

• Bachelor’s degree in business related field.

Work Schedule

Full-time Position Monday - Friday, 8:30 am – 5:00 pm; flexibility for evenings and weekends as needed.

Travel

Occasional travel to events; valid driver’s license required.