Senior Administrative Associate

Senior Administrative Associate

Reports to: Wealth Management Advisor
Status : Exempt
Work Environment: In office 5 days a week 



 

Provide friendly, professional, and accurate support to clients, staff, vendors, and visitors by managing front office operations, communications, scheduling, supplies, and mail. This role serves as the first point of contact and an ongoing representative of Chornyak & Associates, Ltd. The ideal candidate is attentive, proactive, and able to assess client needs while seeking out accurate information in a timely manner.

Key Responsibilities:
Customer Service & Front Office Operations

• Serve as the front office receptionist, professionally welcoming new and existing clients in person and by phone, and directing them to the appropriate team member.
• Deliver a high level of service so all clients feel valued and supported in their relationship with Chornyak & Associates.
• Answer phones and take accurate, complete messages for staff members.
• Anticipate client needs by reviewing the daily calendar and preparing for scheduled appointments.
• Maintain the appearance of the reception area and conference rooms at all times.
• Manage the break room, including preparing and serving coffee and refreshments, clearing dishes after meetings, running the dishwasher, and ensuring supplies are stocked.
• Coordinate client and staff luncheons as needed.
• Close the office daily by securing the front desk, logging off systems, turning off music, and tidying common areas.

Telephone & Communication Management

• Answer all incoming calls promptly using a courteous, professional greeting.
• Transfer calls to the appropriate person or department.
• Take and relay complete messages when staff members are unavailable.
• Follow up on calls when information is not immediately available to ensure callers receive accurate and timely responses.

Administrative & Office Support

• Open, sort, and distribute incoming mail; prepare and process outgoing and overnight mail.
• Copy and log incoming correspondence, including client letters, notes, and checks, for recordkeeping and compliance purposes.
• Maintain incoming and outgoing correspondence and faxes; scan and archive documents as required.
• Compose and send client correspondence as directed.
• Ensure copiers and office equipment are stocked and functioning properly; coordinate maintenance when needed.
• Monitor, order, and maintain office, break room, UPS, and postage supplies.
• Maintain and update client information in client management systems, including fund company and Goldman Sachs platforms.
• Maintain mailing lists and coordinate quarterly newsletters and annual holiday card mailings.
• Assist the team with investment, insurance, and other administrative paperwork as assigned.
• Prepare cookies for staff on Wednesdays.

Tax Season Support

• Assist the tax team with processing client tax returns, including:
  • Receiving and organizing client tax documents
  • Printing routing sheets, organizing files, and scanning documents into tax software
  • Routing tax packages to appropriate staff for preparation
  • Printing and mailing completed returns and supporting documents to clients
  • Logging completed steps in the tax return tracking spreadsheet
• Screen incoming tax-related calls and address client questions when possible before escalating to the tax team.

Materials/Supplies

• Order office supplies, UPS materials and postage as needed.
• Order coffee and cookie dough as needed.

Skills and Experience

• Excellent interpersonal skills with strong phone etiquette.
• Demonstrated commitment to exceptional customer service for both internal and external clients.
• Strong attention to detail with the ability to maintain accurate records.
• Multiple years of experience providing administrative or management support.
• Training or experience in administrative procedures preferred.
• Proficiency with Microsoft Office products.
• Ability to problem-solve, multitask, and manage confidential information with professionalism.
• Strong written and verbal communication skills and the ability to work effectively amid frequent interruptions.
• Customer-focused mindset with the expectation to consistently exceed client and staff needs.