The Administrative Assistant (internally titled Associate) will be responsible for coordination of communication with our clients, researching and compiling background information, production of official documents, proposals, presentations, provide client and marketing project support as well as administrative and compliance tasks.

This fast-paced, deadline-driven position requires a great deal of flexibility, strong organizational and communication skills, and a high degree of attention to detail. This is a full-time position, working in-office Monday through Friday, 8:30am to 5:30pm, at PFM’s Quadrangle Blvd location near UCF. Occasional overtime may be required.

RESPONSIBILITIES

Primary:

• Answer phone calls and direct calls to appropriate staff in a professional manner
• Open, sort, and distribute mail; prepare USPS mail and FedEx items
• Setting up conference rooms in the main lobby area for meetings, including, if necessary, the delivery of meeting-related materials, and processing quick orders for lunch or snacks
• Order the necessary supplies for the copy rooms, kitchen, and staff in the office
• Assist with the stocking/cleaning of the kitchen and supply room on a regular basis
• Maintain and distribute keys/key fobs per rules and requirements

Secondary:

• Review and update websites to ensure all necessary items are posted and information is up to date
• Schedule and coordinate meetings, training, and events, including ordering meals, reserving conference space and audio/video needs, etc. (registration, presentations, organizing supplies, shipping, travel arrangements, meals)
• Transcribing minutes and creating outlines as needed
• Compile packets/documents needed for Board meetings
• Upload packets/documents to the iPads for Board meetings
• Provide support with the preparation, proofreading and finalization of proposals, presentations and reports in Microsoft Word, PowerPoint, and Excel
• Scan and file documents as needed
• Assist with expense report and timecard submissions
• Maintain hard copy filing system, electronic filing system and keep storage room in an orderly manner
• Assist with mailings including printing and envelope stuffing
• Assist other PFM Associates and Analysts when needed
• Other administrative duties as needed

MINIMUM QUALIFICATIONS

• Authorization to work in the U.S. for any employer without sponsorship now or in the future
• Bachelor’s degree OR at least three (3) years’ relevant professional work experience
• Proficient in Microsoft Word, PowerPoint, and Excel

Other Qualifications

• Knowledge of standard reference sources and information gathering methods. Able to research information in response to specific direction
• Excellent proofreading and organizational skills
• Strong oral and written communication skills
• Ability to prioritize and manage multiple assignments from multiple staff members
• Ability to work both independently and within a small team
• Bilingual (Spanish) a plus

COMPENSATION | The Administrative Assistant is eligible to receive robust total rewards including generous flexible paid time off, tuition reimbursement, student loan repayment, relocation assistance, performance-based bonuses, 401k retirement plan with employer match and annual profit-sharing opportunity, medical/dental/vision insurance, health and wellness benefits, and disability and life insurance. PFM not only supports work/life balance but also a challenging, diverse, and collaborative workplace, a formal mentorship program, volunteer opportunities, and much more.