Under the direct supervision of the VP of WM, this position provides administrative and secretarial support for the organization. In addition to typing, filing and scheduling, the Administrative Assistant performs duties such as financial record keeping, coordination of meetings and conferences, coordinating direct mailings, and working on special projects. This position also includes answering routine and non-routine correspondence and assembling highly confidential and sensitive information. In addition, the assistant will work with a diverse group of external callers, clients/customers, as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize a diversified workload, including reviewing and recommending changes in office practices and procedures.
Position Expectations
- Assist advisors by performing varied administrative duties requiring the constant application of a high degree of independence and the use of good judgment in order to resolve frequent and sometimes complex administrative situations.
- Maintain a high degree of accountability in support of clients.
- The ability to be proactive at all times.
- Maintain operational efficiencies and continue to improve upon them.
- Organize and prioritize large volumes of information and calls.
- Utilize MS Word, Excel and PowerPoint with a high degree of proficiency.
- Work within specialized software to create client reviews, update client information, and create notes as necessary.
- Answer phones, take messages or field/answer all routine and non-routine questions. Work in cooperation with other assistants to take, record, retrieve, and relay accurate telephone messages.
- Create, revise, send, store, and retrieve documents electronically.
- Establish, develop, maintain and update files. Retrieve information from files when needed.
- Initiate and maintain follow-up files.
- Provide back-up coverage to other assistants.
- Schedule and organize activities such as meetings, conferences and activities for all members of the organization.
- Perform other duties as assigned or required.
Preferred Education and Experience
- High school diploma or equivalent
- One year of customer service experience
Additional Competencies
- Excellent customer focus
- Excellent reporting skills
- Excellent verbal and written communication skills
- Excellent interpersonal and conflict resolution skills
- Excellent organizational skills and attention to detail
- Excellent problem-solving skills
- Excellent telephone etiquette
- Flexibility and priority management
- Teamwork and collaboration skills
- Proficient with Microsoft Office
Required Abilities
We are proud to be an ADA employer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties of the position.
- Ability to type and file documents proficiently
- Ability to operate office equipment of varying heights, sizes and positions by reaching, handling, bending, stooping, kneeling and feeling
- Ability to obtain documents, files, and supplies of varying sizes, heights and weights by reaching, handling, stretching, lifting, bending, climbing, stooping, kneeling and feeling
- Ability to effectively exchange information in a verbal, visual and written fashion
- Ability to apply common sense understanding in order to problem solve by analyzing, observing, and prioritizing. Reads material and identifies relevant details; judges accuracy and appropriateness
- Ability to lift and carry a weight of up to 20 pounds for a short period of time.
- Ability to sit for long periods of time.
- Ability to effectively interact with others, including but not limited to internal and/or external customers, members of management, and vendors.
- Ability to work a regular, predictable schedule.
Qualifications