Administrative Executive Assistant

Job Description Job Description We are seeking a highly organized and professional Administrative Executive Assistant to support our team. This role is ideal for someone with a polished demeanor, exceptional attention to detail, and an unwavering commitment to confidentiality. The Administrative Assistant supports staff by managing schedules, organizing files, preparing documents, and maintaining accurate records, while ensuring a smooth and professional client experience. Key Responsibilities Client Experience: Greet visitors and ensure reception and meeting areas are pristine, organized, and ready for client meetings . Professional work entire required, as this is a formal office. Scheduling & Coordination: Manage calendars, coordinate meetings, and book client appointments efficiently; provide task follow-up support to leadership. Documentation & Records: Prepare and format documents, assist with client onboarding, and maintain accurate physical and digital filing systems. Office Operations: Answer phones, handle incoming/outgoing mail, perform data entry, photocopying, and scanning, and support general office operations. Client Systems: Update client information in firm/CRM systems and assist with account-related administrative tasks. Compliance & Discretion: Uphold absolute discretion regarding client data, firm strategies, and proprietary information, adhering to applicable privacy regulations (e.g., SEC or industry-specific rules). Qualifications & Requirements 2+ years of administrative or clerical experience, preferably within financial services, legal, or another regulated professional environment. Strong administrative and clerical skills, including scheduling, filing, document preparation, and data entry. Professional phone etiquette and communication skills, with the ability to interact courteously and clearly with clients, colleagues, and partners. Demonstrated understanding of data privacy and safeguarding sensitive or personally identifiable information (PII). Impeccable verbal and written communication, with a calm, poised presence under pressure. Proficiency with the Microsoft Office Suite (Word, Excel, Outlook) and comfort learning proprietary financial or legal case management software. High level of organization, accuracy, and time management, with the ability to prioritize multiple tasks in a fast-paced environment. Commitment to confidentiality, discretion, and ethical handling of sensitive information. Prior experience in a law firm, financial services, or professional services environment preferred but not required. High school diploma or equivalent required; Associate's/Bachelor's degree or relevant office administration certifications a plus. Work Location: In person #J-18808-Ljbffr