Administrative Assistant

Job Description

Job Description

Administrative Assistant

Well-established, locally-owned investment firm seeks an exceptional candidate for their Administrative Assistant position. This small but busy firm is looking for a highly motivated individual with the ability to multi-task effectively, maintain exceptional organization, and be flexible in a changing and dynamic environment. The ideal candidate is someone who thrives on providing stellar administrative support in a collaborative environment to ensure projects run smoothly and the office maintains its harmony. This position handles a wide variety of responsibilities, and the candidate must be able to execute them with minimal supervision. The candidate must be highly intelligent, organized, and detail oriented. The candidate also will have a positive personality, a good sense of humor, a can-do attitude, and can communicate clearly both verbally and in writing, with a wide range of personalities. This is an in-office position 8:00 AM to 5:00 PM - Monday to Friday.

The Role

• Answering phones and greeting visitors
• Creating and maintaining electronic and physical filing systems
• Collecting and distributing mail
• Preparing communications such as memos, emails, invoices or reports
• Performing data entry and analysis
• Assisting with event planning and coordination
• Ordering and maintaining office supplies
• Maintain office technology platforms/equipment
• Coordinate team meetings and record details
• Provide weekly updates on office issues and project details

Preferred Experience

• At least three years of previous experience in administrative coordination.
• Proficient in Microsoft Office 365 and SharePoint, ChatGPT/Claude, etc
• Exceptional organizational and project coordination abilities.
• Attention to detail, ability to effectively multi-task with minimal direction.
• Experience with various technology platforms and a willingness to learn others.
• Demonstrated ability to exercise mature, seasoned judgment in difficult situations and to take appropriate action as needed.
• Ability to quickly and efficiently prioritize tasks.
• Ability to handle confidential information responsibly
• Investment or Real Estate experience helpful but not necessary

Benefits

Medical insurance for employee is paid 85% by employer

Company-paid bus pass

Two weeks paid vacation per year (accrual system)

Five paid sick days per year

Ten paid holidays per year

401(k) contributing and matching after 1 year

Salary Range

$55k annually, depending on experience

Notes

This is a full-time in-office position, Monday-Friday