Job Summary
We are seeking a dynamic and highly organized Office Manager/Administrative Assistant to join our team! In this vital role, you'll be the backbone of our daily operations, ensuring that the office runs smoothly, efficiently, and professionally. Your energetic approach will help foster a welcoming environment for clients and staff alike. You will handle a wide range of administrative duties, coordinate office activities, and provide exceptional customer support. This position offers an exciting opportunity to showcase your multitasking skills, technical proficiency, and organizational talent in a fast-paced setting. If you thrive on keeping things running seamlessly and enjoy supporting a vibrant team, we want to hear from you!
Responsibilities
- Manage daily office operations including overseeing supplies, equipment, and maintenance to ensure a productive work environment.
- Serve as the first point of contact at the front desk, greeting visitors and directing phone calls using multi-line phone systems with professionalism and courtesy.
- Maintain accurate records through data entry, filing, and spreadsheets using productivity software such as Microsoft Office, and Redtail CRM.
- Coordinate calendar management, appointment scheduling, and meeting arrangements for staff members and executives.
- Handle correspondence via email, word processing documents, proofreading materials for accuracy and clarity.
- Support bookkeeping tasks including invoicing, expense tracking, and basic financial recordkeeping using QuickBooks or similar accounting software.
- Assist with client communication and customer service efforts to ensure positive interactions both in person and over the phone.
- Perform clerical duties such as photocopying, faxing, mailing, and organizing files to keep the office organized and efficient.
- Support special projects or administrative tasks as needed to enhance overall productivity and office morale.
Requirements
- Proven experience in office management or administrative roles within a financial advisory firm, securities broker-dealer, insurance agency, or similarly regulated financial environment.
- Strong organizational skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace (Docs, Sheets) and CRM's.
- Excellent computer literacy with the ability to quickly adapt to new software or technical platforms.
- Experience handling multi-line phone systems with professional phone etiquette.
- Strong customer service skills with an emphasis on positive client communication and front desk management.
- Knowledge of bookkeeping procedures using QuickBooks or similar software is preferred.
- Ability to manage time effectively while juggling multiple priorities in a fast-paced environment.
- Attention to detail for proofreading documents and maintaining accurate records.
Join us in creating an organized, welcoming office environment where your skills will make a real impact! We are committed to supporting your growth while providing a vibrant workplace that values efficiency, professionalism, and excellent service delivery.
Pay: From $75,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Paid time off
- Professional development assistance
- Relocation assistance
- Retirement plan
Application Question(s):
- Some people thrive on routine; others love variety. Where do you sit on that spectrum?
Experience:
- financial industry: 2 years (Required)
License/Certification:
- Securities and/or life insurance license (Preferred)
Work Location: In person
