Administrative Assistant

Job Description: Certified Fiduciary Services, Inc., is seeking a highly organized and proactive Administrative Assistant to join our growing team. The ideal candidate will be responsible for managing various administrative tasks including but not limited to handling large volume incoming/outgoing mail, answering phones/managing messages, ordering office supplies, facilities management, and providing exceptional service by greeting clients and office visitors. If you are passionate about providing excellent administrative support and thrive in a dynamic work environment, we want to hear from you!

Duties Include:

· Manage incoming and outgoing mail, including sorting, distributing, and processing correspondence in a timely manner.

· Answer and direct phone calls in a professional and courteous manner, providing assistance or redirecting inquiries as necessary.

· Maintain office supplies inventory by checking stock levels, placing orders, and ensuring adequate supply levels for smooth office operations.

· Greet clients and visitors with a warm and welcoming demeanor, directing them to the appropriate personnel or meeting rooms as needed.

· Assist with scheduling appointments, meetings, and conference calls, coordinating calendars and ensuring all necessary arrangements are made.

· Provide general administrative support to team members as needed, including data entry, filing, scanning and document preparation.

· Assist with special projects and events as assigned by management, demonstrating flexibility and adaptability in handling various tasks.

Required Skills/Qualifications:

· Qualifications -High school diploma or equivalent; additional certification in office administration or related field a plus.

· Technology – Proficient in computer use, (primarily Word, Excel, Outlook). Experience in Time-entry and financial management tools is a plus.

· Communication – Excellent communication and interpersonal skills, with the ability to interact professionally with clients, colleagues, and vendors.

· Organizational – A well-organized individual is needed to ensure efficiency and to make sure nothing is missed. Must be able to manage multiple tasks throughout the day while experiencing interruptions.

· Dependable – Punctuality to service clients and our team, and when given a task, make sure it is completed correctly.

· Team Oriented – Professional, attention to detail, attentive listener, asks questions to understand, and good note taker which is the start to repeatable processes and procedures.

· Self-Motivated – Requiring minimal oversight with the ability to problem solve independently through research and review of historical information.

· Emotional –Compassion for the elderly, incapacitated and vulnerable population with a desire to protect them.

· Attitude and Client Focus – A positive voice and a smile to clients, team members and business professionals, on the telephone and in the office. Community focus is key.

Experience and/or familiarity in Probate/Guardianship/Conservatorship/Trust Administration helpful but not required.

Job Type: Full-time

Career Growth Opportunity: Advancing to estate administrator, property management, paralegal, or licensed fiduciary is possible and encouraged.

Salary/hourly: $40,000.00/year + depending on experience

Benefits include PTO, health insurance and 401k retirement plan with employer-paid match.

Job Type: Full-time

Pay: From $40,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person