Overview
Administrative Assistant Jobs in Bethpage, NY at Cambria
Job Description – Administrative Assistant
Department(s): Business Management / Administration
Status: Full-time
Reports To: Financial Planner
Summary of Essential Duties
The Administrative Assistant provides direct administrative support to the firm and manages all general administrative processes and procedures. The Administrative Assistant is the first point of contact with clients, coordinating client appointments and delivering an exceptional client experience.
Outcome
A successful Administrative Assistant will:
· Make people entering the office feel truly welcome, greeting people by name, offering refreshments and doing what is appropriate to ensure their experience is pleasant
· Efficiently / accurately complete administrative tasks and running of the office to allow advisor to focus on wealth strategies that help clients reach their financial goals
· Increase operational efficiency and improve administrative procedures; minimize scheduling conflicts
· Maintain high levels of client satisfaction and build relationships with firm clients
Responsibilities
· Answer phones, route calls, and take/distribute messages
· Schedule, calendar and manage tasks and activities in CRM and team members’ calendars
· Manage incoming and outgoing communications (telephone, email and faxes)
· Provide general office support (photocopying, faxing, filing, office errands, creating documents, etc.).
· Review, sort and distribute incoming mail
· Greet clients/prospects with enthusiasm, offer food and beverage, and seat them for meetings
· Coordinate travel arrangements and expense reports
· Complete office opening and closing procedures
· Maintain all office machines, renew any contracts and learn how to use all equipment
· Order and maintain office supplies (including firm collateral, information packages, kitchen supplies, general office supplies, postage supplies, etc.)
· Maintain overall cleanliness of office (dust, vacuum, empty trash, defrost freezer, run dishwasher, etc.)
· Manage client touches and birthday process, cards/gifts (Sympathy, Get Well, Thinking of You, etc.)
· Handle scheduling for any related non-client related processes (i.e. performance reviews, interviews, team outings, etc.)
· Complete operations / client service tasks as requested and train to be competent in all areas over time
· Update processes/procedures related to the Administrative Assistant position
· Complete back-up duties, requests and additional projects as assigned
Knowledge, Skills, & Attributes
· High School diploma; Financial services experience preferred
· Comfortable working with industry related software (Redtail, preferred)
· Expert computer skills, including advanced knowledge of Microsoft Office, Excel, and PowerPoint
· Strong math and analytical skills, excellent oral, written and interpersonal communication skills
· Professional appearance and demeanor
· Impeccable ability to maintain confidentiality and integrity
· Effective follow-up skills and ability to meet deadlines without prompting
· Flawless attention to detail and accuracy required
· Energetic, self-motivated with the ability to work well independently and under direction
· Comfort with being a “team player” and doing whatever is needed, big or small
Job Type: Full-time
Pay: $19.00 – $22.00 per hour
Expected hours: 40 per week
Benefits:
401(k)
401(k) matching
Paid time off
Schedule:
8 hour shift
No weekends
Ability to Commute:
Melbourne, FL 32901 (Required)
Ability to Relocate:
Melbourne, FL 32901: Relocate before starting work (Required)
Work Location: In person
Title: Administrative Assistant
Company: Cambria
Location: Bethpage, NY
