Office Assistant

Job Description

Job Description

Office Assistant

Utica, NY

Our client, Strategic Financial Services , is seeking an Office Assistant to serve as the firm’s front-office coordinator and administrative support professional. This role is responsible for providing an exceptional experience for clients and visitors while helping ensure the office operates smoothly, professionally, and efficiently. The Office Assistant will serve as the first point of contact for clients and visitors and will provide administrative support to advisors, operations, and other departments across the firm. The ideal candidate will be highly organized, detail-oriented, professional, and comfortable managing multiple priorities. This position will support daily office operations, coordinate meetings and logistics, assist with events and administrative projects, and help maintain established processes and procedures.

FIRM VALUES:

• Serve | Grow | Live

CORE RESPONSIBILITIES:

Front Desk & Client Experience

• Greet clients and visitors and provide a warm, professional first impression of Strategic Financial Services.
• Answer and appropriately route incoming calls and messages.
• Manage incoming and outgoing mail and office correspondence.
• Maintain a welcoming, organized, and professional office environment.

Office Operations

• Order and replenish office and kitchen supplies.
• Coordinate with office vendors and service providers.
• Monitor office organization, cleanliness, and appearance.
• Support day-to-day office logistics and coordination activities.
• Assist with administrative projects and operational requests as needed.

Administrative Support

• Provide administrative support to advisors, operations, and other departments across the firm.
• Coordinate meetings, requests, and follow-up activities.
• Assist with event-related administrative tasks.
• Support established processes and procedures through effective execution and coordination.
• Maintain a high level of organization, accuracy, and follow-through.

 

TECHNICAL SKILLS:

· Demonstrates a warm, professional front-desk presence with strong customer service skills.

· Excellent organization, attention to detail, and follow-through, with the ability to manage multiple priorities and deadlines.

· Strong written and verbal communication skills.

· Proficiency with Microsoft 365, including Outlook, Word, Excel, and Teams.

· Ability to learn and effectively utilize internal business systems, including CRM, document management, and workflow platforms.

· Experience managing calendars, scheduling meetings, and coordinating logistics.

· Ability to accurately handle incoming calls, messages, mail distribution, and office correspondence.

· Experience ordering supplies, tracking inventory, and coordinating with vendors and service providers.

· Strong problem-solving skills and the ability to independently address routine office and administrative issues.

· Ability to maintain confidentiality and appropriately handle sensitive client and firm information.

 

REQUIREMENTS:

· 1–3 years of experience in a receptionist, administrative assistant, office coordinator, customer service, marketing assistant, or similar role.

· Experience working in a professional services environment preferred.

· Experience coordinating internal meetings, events, or office functions preferred.

· Knowledge of office equipment, multi-line phone systems, and document management tools preferred.

· Familiarity with Salesforce or a similar CRM preferred.

· Active Notary Public commission or willingness to obtain one upon hire.

· Associate’s degree in Business Administration or a related field preferred.

BASE SALARY RANGE: $62,500-$80,000

Strategic Financial Services is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other status protected by law.
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