Administrative Assistant

Job Description

Job Description

Insero Talent Solutions is recruiting an Administrative Assistant for a professional services firm in Rochester, NY. Job Description We are seeking a dependable and organized Administrative Assistant to assist the team with keeping daily office operations running smoothly. This role would be required to work in the office 5 days/week. Parking is 100% paid for by the firm and is in a secured parking garage under our building. Responsibilities: Handles incoming/outgoing mail – print mailing labels, (USPS, Certified Mail, and FedEx.) weigh for postage, filling out certified mail forms, maintaining postage machine, sorts/distributes internal mail to individual mail folders. May assist with scheduling travel arrangements for firm staff as necessary. Responsible for placing all office orders and stocking kitchen and office supplies. Preparing, proofing, and formatting of documents, correspondence, memos and reports for internal and external use. Ensures accurate and timely preparation of letters, correspondence and reports. May assist with coordination department calendar needs; scheduling of internal and external meetings via Microsoft Outlook. Scanning and electronically filing/organizing documents into database in a timely fashion. Responsible for greeting clients when they enter the office from the elevator and notify personnel with whom they are meeting with. Assists with coordinating firm/office events and in-office lunches. Managing firm's voicemail box and forwarding as necessary.

Requirements: 2+ years of experience in a similar administrative assistant role is required. Experience in a financial service company is a plus. An Associate's degree or greater is required, preferably in a business administration or office technology concentration. Strong proficiency with MS Office Suite (Excel, Word, Outlook and PowerPoint) is required. Word (mail merges) and 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. Ethics and integrity are essential to this role and the firm, the ability to keep client information confidential is a requirement. 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.