Front Desk Administrative Assistant / Director of First Impressions

Front Desk Administrative Assistant / Director of First Impressions

Location: Boca Raton, FL

Schedule: Full-Time, In-Office | Monday–Friday, 8:30 AM – 5:30 PM

About Us:

We are a Boca Raton–based financial advisory firm seeking a professional, personable, and highly organized Front Desk Administrative Assistant / Director of First Impressions to join our team. As the first point of contact for clients, leads, and guests, you will play a vital role in creating a positive and polished client experience while supporting the operational needs of a busy office.

The ideal candidate is confident, detail-oriented, and thrives in a fast-paced environment. You have excellent communication skills, a professional appearance, a positive attitude, and the ability to handle multiple responsibilities with grace and efficiency.

Key Responsibilities:

Client Experience & Front Desk Management

·       Serve as the firm’s primary receptionist for an office of 25 staff — promptly answer, screen, and transfer incoming calls while maintaining friendly and professional communication.

·       Greet all clients and visitors with warmth and professionalism; offer refreshments and assist with intake forms.

·       Ensure office areas remain clean, organized, and client-ready at all times.

·       Coordinate catering and logistics for internal meetings and staff lunches.

·       Schedule and confirm appointments including Zoom meetings and offsite locations.

·       Manage the firm’s master calendar and ensure meeting reminders and confirmations are sent.

·       Reschedule appointments as needed and communicate changes promptly to clients and staff.

·       Enter and maintain lead and client data in Salesforce.

·       Manage digital filing and documentation through Box, ensuring proper file paths and organization.

Office Operations & Administration

·       Manage daily mail and FedEx - receiving, distributing, scanning, and saving documentation into Box per compliance standards.

·       Oversee office supply and kitchen inventory - order and restock as needed.

·       Maintain an inventory of office keys, computers, and tech equipment.

·       Serve as main point of contact for building management, maintenance, and office services.

·       Coordinate and manage vendors for services.

Technology & Support

·       Provide basic technology support, including Zoom & CRM setup and Tech Support organization.

·       Assist with onboarding and offboarding staff, ensuring technology setup, credentials, and workspace readiness.

·       Maintain records of technology inventory and user assignments.

Marketing & Community Involvement

·       Assist marketing team with lead follow-up and tracking in CRM: Salesforce.

·       Manage the firm’s charitable giving activities.

·       Assist with ad hoc projects and overflow administrative tasks as assigned.

Qualifications:

·       Experience: 1 year in a professional office environment as a receptionist, administrative assistant, or front desk coordinator (financial or legal industry experience preferred).

·       Education: Associate or Bachelor’s degree preferred.

·       Skills & Attributes:

o  Highly organized, detail-oriented, and proactive.

o  Exceptional interpersonal and communication skills.

o  Proficient with Microsoft Office Suite (especially Excel).

o  Experience with CRM systems (Salesforce preferred) and Box or similar document management platforms.

o  Tech-savvy with strong problem-solving abilities.

o  Professional appearance and demeanor.

o  Ability to multitask and handle interruptions with composure.

o  Reliable, punctual, and a team player.

Salary:

·       Up to $60,000 / year depending on experience

Benefits/PTO:

·       2 Weeks PTO & all market holidays off

·       Medical, Dental & Vision insurance offered

·       Long term & short-term disability

·       Retirement Plan

·       Company Retreat if we meet our goals!!