Administrative Assistant

Description

Job Title:  Administrative Assistant (Part-Time) 15-20 hours per week 

(In-Office Position) 

Purpose

Our firm was founded with a singular focus on delivering exceptional trust, custody, and fiduciary services to corporations, institutions, retirement plans, investment professionals, and executives. Our comprehensive solutions include trustee and custodial services, institutional benefit plans, investment management, collective trust funds, portfolio accounting, trading, and fiduciary administration.

The Part-Time Administrative Assistant serves as an integral member of the Operations team by providing administrative, mail processing, and office support that ensures the efficient day-to-day operation of the organization. This position is responsible for processing inbound correspondence, supporting check deposit administration, maintaining accurate records, coordinating office functions, and providing exceptional internal customer service.

The ideal candidate is highly organized, detail-oriented, dependable, and enjoys working in a collaborative, professional financial services environment where accuracy, confidentiality, and responsiveness are essential.

Duties/Responsibilities to be performed with or without accommodation.

Mail and Document Administration

• Process, sort, and distribute incoming mail accurately and timely.
• Coordinate delivery of mail and packages to appropriate internal departments.
• Maintain organized filing systems for mail, deposits, and supporting documentation.
• Ensure confidential documents are handled in accordance with company policies.

Check Processing and Deposit Administration

• Receive, review, and process inbound rollover and investment-related checks.
• Verify documentation and ensure all required information is complete before processing.
• Prepare deposits in accordance with established operational procedures.
• Generate and distribute daily activity reports confirming deposits processed.
• Maintain accurate records and filing of all deposit documentation.
• Coordinate with internal business partners regarding deposit status and exceptions.

Office Administration

• Provide general administrative support to multiple departments.
• Assist  with scheduling, correspondence, document preparation, scanning, copying,      and data entry.
• Order, organize, and maintain office supplies and equipment inventories.
• Coordinate preventive maintenance of office equipment and arrange repairs as needed.
• Assist  with conference room preparation and general office organization.
• Support departmental projects and other administrative initiatives as assigned.

Customer and Internal Service

• Professionally respond to inquiries from internal associates and external contacts.
• Resolve routine administrative issues while escalating more complex matters  appropriately.
• Develop positive working relationships with colleagues, vendors, and business partners.
• Communicate effectively and proactively regarding project status and operational issues.

Operational Excellence

• Maintain confidentiality of client and company information.
• Ensure work is completed accurately, efficiently, and within established service standards.
• Identify opportunities to improve administrative processes and operational efficiency.
• Support special projects and additional responsibilities as assigned.

Requirements

 Required Qualifications

• High school diploma or equivalent required.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to accuracy.
• Ability to prioritize multiple responsibilities in a fast-paced environment.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service orientation with a professional demeanor.

Preferred Qualifications

• Previous banking, trust, wealth management, retirement services, or financial services experience.
• Experience processing financial documents or deposits.
• Familiarity with document management and records retention practices.
• Experience supporting multiple departments or business units.
• Minimum three (3) years of administrative support, office administration, banking, financial services, or related experience.

Technical Skills Proficiency with:

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Adobe Acrobat
• Microsoft Teams
• Office equipment including scanners, copiers, printers, and postage equipment

Core Competencies

• Attention to Detail
• Organization and Planning
• Customer Service
• Communication
• Accountability
• Teamwork and Collaboration
• Time Management
• Confidentiality
• Adaptability
• Initiative
• Problem Solving
• Dependability

Work Schedule  This is a part-time position. Typical schedules may range from approximately 15 to 20 hours per week, with flexibility based on business needs. Occasional additional hours may be required during periods of increased operational activity. 

Work Environment and Physical Demands

Moderate noise (business office with computers, phone, printers, light traffic)

Ability to sit at a computer for an extended period.

Regularly required to sit, stand, talk, hear, and use hands and fingers to operate a computer keyboard and telephone.

Specific vision abilities include close vision requirements due to computer work. 

Prolonged periods of sitting and computer use. 

Occasional lifting of files or office materials up to 20 pounds. 

Ability to communicate effectively with clients and coworkers. 

Regular and reliable on-site attendance is an essential function of the position. 

Benefit Trust Company is an Equal Opportunity Employer