Administrative Assistant

Administrative Assistant

Location: Cohoes, NY

Duration: 12 months

Pay Rate: $25/hour (W2 Only)

Job/Role Description:

• Provide administrative support to multiple financial advisors in a dynamic team environment and provide backup support to other team members as needed.
• Perform ongoing and ad hoc administrative duties, including copying, scanning, filing, faxing, archiving, ordering supplies, shipping, processing mail, and handling check-related activities.
• Coordinate travel arrangements for advisor teams and process expense reports promptly.
• Handle highly confidential and sensitive client information with discretion.
• Prepare and ship client correspondence, memoranda, letters, reports, and other requested documents.
• Communicate professionally and effectively with team members, business leaders, clients, and third parties.
• Maintain knowledge of company policies to address certain issues and answer questions independently.
• Support new-client onboarding by filing relevant documentation and entering client information into internal systems.
• Maintain and coordinate advisor calendars for internal and external meetings.
• Identify and resolve scheduling conflicts through direct communication with advisors, administrative staff, clients, and third parties.
• Coordinate meeting logistics, including scheduling travel, reserving meeting rooms, and requesting building access.
• Support the onboarding and integration of new administrative team members by participating in training and job-shadowing activities when needed.

Required Qualifications:

• Previous administrative experience supporting executives and/or financial advisors in an office environment preferred
• Proficiency with Microsoft Word and Outlook
• Ability to exercise sound judgment and discretion when handling confidential or highly sensitive information
• Excellent written and verbal communication skills
• Ability to maintain consistent and professional communication
• Exceptional attention to detail and strong organizational skills
• Ability to prioritize tasks and manage multiple responsibilities
• Quick learner and self-starter with strong anticipation skills
• Supportive team player with a positive attitude
• Proactive problem-solving and independent-thinking abilities
• Ability to follow up consistently and as often as necessary
• Ability to work effectively under pressure while maintaining high-quality standards
• Ability to adapt to unexpected events in a dynamic, deadline-driven environment
• High degree of integrity, professionalism, and diplomacy
• Familiarity with expense-management platforms such as SAP Concur is a plus