Administrative Assistant

Job Description

Administrative Assistant

Rochester, New York – In Office Position

Insero Advisors/Insero Talent Solutions is seeking an organized, detail-oriented, and proactive Administrative Assistant to support our growing Rochester office and team. This individual will play an important role in the day-to-day operations of the office, providing administrative support across multiple departments while helping ensure a professional and welcoming experience for both employees and clients.

The ideal candidate enjoys being a go-to resource for others, is comfortable balancing multiple priorities, and takes pride in keeping an office organized and running smoothly. This is an excellent opportunity for someone who thrives in a professional services environment and enjoys working collaboratively with a variety of individuals and teams.

Responsibilities:

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• Preparing, proofing, and formatting of documents, correspondence, memos and reports for internal and external use.
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• Processing of drafts and final copies of documents such as financial statements (electronic and bound copies).
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• Ensures accurate and timely preparation of letters, correspondence and reports
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• Setting up and utilizing mail merges for creating and mailing client audit confirmations.
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• May assist with coordination department calendar needs; scheduling of internal and external meetings via Microsoft Outlook
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• Scanning and electronically filing/organizing documents into database in a timely fashion.
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• Responsible for greeting clients when they enter the office from the elevator and notify personnel with whom they are meet with.
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• Handles incoming/outgoing mail – print mailing labels, (USPS, Certified Mail, and FedEx.) weigh for postage, filling out certified mail forms, maintaining postage machine, sorts and distributes mail.
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• May assist with scheduling travel arrangements for audit and other firm staff as necessary.
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• Responsible for placing office supply orders and assist with stocking the kitchen and office supplies.
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• Help coordinate firm office events and in-office lunches.
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• Managing firm’s voicemail box and forwarding as necessary.
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Requirements:

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• 2+ years of experience in a similar administrative assistant role is required. Experience in a financial service company is a plus.
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• An Associate’s degree or greater is required, preferably in a business administration or office technology concentration.
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• Strong proficiency with MS Office Suite (Excel, Word, Outlook and PowerPoint) is required. Word (mail merges) and strong Excel/spreadsheet and database usage/reporting are highly preferred. Experience with embedding Excel in Word documents and formatting is a plus. A focus on word processing and formatting is essential.
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• Ethics and integrity are essential to this role and the firm, the ability to keep client information confidential is a requirement.
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• A candidate in this role should be professional, organized, and detail oriented. The ideal candidate must be deadline focused, proactive, possess solid multi-tasking skills, patience, and ability to take directions from several people.
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Awards & Recognition:

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• #4 Best Company to Work For in New York - 2026 (ranked #1 in 2025 & 2024, 2022)
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• Best Accounting Firms to Work For (2012–2025)
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• #1 Best Accounting Firm & Most Innovative Workplace (2025 & 2024, Rochester Business Journal
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• #4 Best Places to Work for Career Growth
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Benefits:

Parking is paid 100% by the firm and is in a parking garage under our building. We offer competitive salaries, an outstanding paid time off program (4 weeks/160 hours), 16 paid holidays, 401(k) plan with firm contributions, tuition reimbursement program, 100% employer paid parking, spot bonus program, a variety of different medical plan options along with opt-out dollars if you do not need medical ins coverage. Note, pay range is not indicative of bonus and other incentive opportunities.