Administrative Assistant

We are seeking an Administrative Assistant to join the team! Our client offers investment and wealth advisory, trust and estate planning, tax, bill pay, and many aspects of lifestyle management to their customers.

This person will serve as the central point of contact, offering personalized services to team members and clients while providing administrative support to foster a strong sense of community.

Contract role to start ASAP until the end of June

Working in office

Pay $24-25/hr

Administrative Assistant Duties

• Act as the first point of engagement, creating a warm, service-oriented atmosphere that enhances the overall experience.
• Perform various front-of-house duties, including guest registration, luggage/coats handling, and providing visitors with building navigation information such as amenities and fire exits. Issue visitor passes, answer phone calls in a friendly, professional manner, maintain service request records, and direct incoming calls to the appropriate personnel or voicemail.
• Serve as the main point of contact for clients visiting the workplace, ensuring their needs are met and their experience remains positive.
• Coordinate with multiple departments to ensure a seamless and enjoyable client experience during visits.
• Collaborate with client-facing teams to provide a cohesive and professional interaction with all clients.
• Oversee the logistics of client visits, including meeting room bookings, catering arrangements, and technology setup.
• Gather and analyze client feedback to continuously improve the overall client experience.
• Maintain a welcoming and professional environment in all client-facing spaces.
• Plan and organize client events, such as meetings, workshops, and networking sessions.
• Provide support services to employees and guests, including arrangements for recreational, dining, and business activities, transportation and travel bookings, office wayfinding, meal reservations, guest support, shipping, gift orders, and other services as required.
• Assist with various meeting and event tasks, including scheduling, stocking, and coordinating conference/meeting room setups, ensuring meeting equipment (e.g., projectors, video/web conferencing) is functional, and coordinating catering.
• Maintain a comprehensive file of services, such as transportation options, accommodations, and referral contacts, and arrange hospitality services for guests as needed (e.g., transportation, tickets, reservations).
• Organize birthday lunches and fun committee activities, including planning, coordination, and communications.
• Assist with organizing the Holiday Party and Summer Outings.
• Oversee the daily operations of the office while handling administrative responsibilities.
• Serve as the main point of contact between executives, employees, clients, and external partners.
• Ensure the timely and accurate flow of information.
• Manage executives' calendars and schedule meetings as required.
• Assist with coordinating travel and accommodation arrangements.
• Track daily expenses and prepare reports on a weekly, monthly, or quarterly basis.
• Co-author, edit, and proofread written communications.
• Maintain organized electronic files for both clients' and documents.
• Manage all incoming and outgoing mail, documents, packages, and faxes, ensuring timely and accurate internal distribution, while keeping an accurate log of items requiring signatures.
• Oversee the delivery, deposit, and printing of checks to ensure compliance with standards and record-keeping policies and procedures.
• Track all paid and upcoming invoices and maintain the office budget.
• Order and replenish office supplies and other common-use items for the location and shared spaces, including café supplies, equipment toner, printer paper, and shipping materials.
• Regularly inspect equipment in communal areas to ensure it's in good working condition and arrange for servicing as needed.

QUALIFICATIONS

• Strong communication, interpersonal, and organizational skills.
• Demonstrated ability to handle multiple projects and initiatives at once.
• Creative and strategic thinker with a focus on improving workplace and client experiences.
• Skilled in using workplace management software and tools.
• Excellent problem-solving and analytical abilities.
• Capable of thriving in a fast-paced, dynamic environment.