Administrative Assistant

Job Description

We are seeking a proactive, organized, and detail-oriented Administrative Assistant to play a vital role in keeping our firm operating efficiently and our team supported. This individual will provide high-level administrative support across the company, including to the co-founders, while ensuring our Syosset headquarters runs seamlessly.

The ideal candidate thrives in a fast-paced environment, takes initiative, and approaches every task, large or small, with professionalism and urgency. This position offers an opportunity to work alongside senior leadership, contribute to meaningful client initiatives, and be part of a collaborative, high-performing team that values precision, reliability, and trust.

Responsibilities

· Provide comprehensive administrative support to firm employees, including managing calendars, scheduling meetings, and coordinating travel logistics.

· Support company-wide scheduling and assist in organizing meetings, webinars, events, and client engagements.

· Managing the process and scheduling all annual client reviews.

· Partner with the Underwriting Team on administrative tasks, such as following up on records requests and maintaining organized documentation.

· Manage day-to-day office operations, including ordering supplies, maintaining inventory, and ensuring the office environment is professional, functional, and welcoming.

· Manage agent insurance license renewal process, ensuring agents meet renewal requirements on time.

· Coordinate the onboarding process for new hires of the firm, including running background checks, supporting with benefits enrollment, and more.

· Coordinate special internal projects such as client appreciation initiatives and holiday gift distribution.

· Handle confidential information with discretion and maintain a high level of professionalism.

· Identify opportunities to improve processes and increase efficiency in the office.

Professional Experience

· Minimum of 3 years of administrative experience in a professional services environment preferred.

· Proven ability to manage multiple priorities while maintaining accuracy and attention to detail.

· Demonstrated experience supporting senior executives or firm leadership.

· Proficient with technology platforms, including Microsoft 365 (Outlook, Word, Excel, PowerPoint), Adobe, and video conferencing platforms (Zoom, Teams).

· Excellent written and verbal communication skills.

· Experience in project coordination or office management is a plus.

·Confident communicator who is comfortable making phone calls to partners, clients, vendors, and more to coordinate logistics and ensure timely completion of tasks.

Preferred Qualifications

· Highly organized, with a strong sense of urgency and ownership.

· Adaptable, flexible, and resourceful: able to “figure it out” and thrive in a dynamic, fast-moving, entrepreneurial environment.

· Team-oriented with a “no job too small” mindset.

· Proactive problem solver who anticipates needs before they arise.

· Positive, professional, and approachable demeanor that builds confidence with colleagues and clients alike.

Compensation & Benefits

· $55,000 - $65,000 annual salary, dependent on experience

· Discretionary annual bonus

· Generous retirement benefits, including safe harbor contributions to 401(k), contributions to profit profit-sharing plan, and contributions to a cash balance plan

· Medical, Dental, Vision

· Life Insurance, and more