Administrative Assistant

We are seeking a highly organized and detail-oriented Administrative Assistant to support our office operations. The ideal candidate will possess strong computer literacy, excellent communication skills, and the ability to manage multiple tasks efficiently. This role involves handling front desk duties, managing schedules, and providing exceptional customer service to ensure smooth daily operations. Prior clerical experience and proficiency with Microsoft Office and Google Workspace are essential for success in this position.

Administrative Responsibilities:

• Contribute to the appearance of the front office - Open and Close Office
• Use excellent customer service skills to build and maintain client relationships
• Greet clients and handle their immediate needs
• Coordinate birthday celebrations, luncheons and cards
• Order office supplies and coffee supplies
• Accepts deliveries and put away supplies
• Sort mail, give to appropriate recipient as soon as it arrives
• Creates UPS postage and sends out documents and tracking information as needed
• Answer phones and handle all client service issues within capacity. When appropriate; transfer calls to advisor
• Use Goldmine system efficiently to schedule client meetings, activities, reminders, follow-ups, and to enter new contacts
• Use Commonwealth’s services and software efficiently such as Investor360 and Wealthscape
• Scheduling Appointments for Advisors – Receive phone calls and emails, schedule across multiple calendars, prepare and send out confirmation letters and directions, re-schedule as needed
• Send client meeting reminders
• Type letters and correspondence when needed – confirmation letters
• E-mail or mail confirmation letters and correspondence to clients as needed
• Create Zoom links for client meetings, as needed
• Maintain appropriate turnaround time on incoming items (e.g. 24 hours for checks)
• Scans items from Advisors, CLS, and other office staff to 360 in a timely manner

Required knowledge/skills/competencies

• Ability to think on one’s feet
• Ability to work independently and differentiate between matters that should be handled alone versus those that require advisor assistance
• A conscientious nature and strong interpersonal skills
• Ability to maintain attention to detail while under pressure, as well as to view details in the overall context of the client’s circumstances
• Strong organizational skills
• Proficiency in using Commonwealth resources (e.g., COMMunity Link, Operations Manual, and written office procedures)
• Ability to proactively relate client concerns to advisor
• Ability to identify and solve problems
• Ability to use multiple technology platforms (e.g., GoldMine, Wealthscape℠, etc)
• Proofreading (or quality assurance) skills to ensure that own work is in accordance with advisor or Commonwealth criteria

Qualifications

• Strong skills in Administrative Assistance, Clerical Skills, and general office organization
• Excellent Phone Etiquette and effective Communication skills
• Experience in providing Administrative Assistance and managing executive-level tasks
• Detail-oriented and highly organized with the ability to prioritize tasks
• Proficiency in Microsoft Office Suite and other relevant administrative tools
• Ability to maintain confidentiality and professionalism in all transactions
• High school diploma or equivalent required; an associate or bachelor’s degree is a plus
• Prior experience in an administrative or clerical role is highly beneficial

This position offers an opportunity to be an integral part of a professional team dedicated to efficient office operations. The successful candidate will demonstrate exceptional organizational skills, professionalism, and a proactive approach to administrative support.

Job Type: Full-time

Benefits:

• 401(k)
• Life insurance
• Paid time off
• Parental leave
• Retirement plan

Work Location: In person