Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support financial operations for a services organization in Tacoma, Washington. This long-term contract opportunity is ideal for someone who excels in a detail-driven environment and can balance competing priorities while maintaining a client-focused approach. The position plays a key role in coordinating documentation, communication, and scheduling activities that help deliver timely and accurate service to internal teams and clients.

Responsibilities:

• Support trust and estate workflows by coordinating administrative tasks, organizing records, and helping projects progress on schedule.

• Prepare and format correspondence, summaries, and meeting materials to ensure documents are accurate and presentation ready.

• Maintain client and entity records, including tracking information and handling annual state filing requirements.

• Organize documentation so files are complete, consistent, and easy to retrieve when needed.

• Communicate with clients, colleagues, and outside professionals to schedule meetings, route information, and keep activities moving efficiently.

• Edit, proofread, and update documents, presentations, and written communications with a strong focus on accuracy and detail.

• Provide front desk and inbound call coverage when needed, serving as backup reception support during absences.

• Assist with preparation for client meetings, including compiling meeting books, coordinating logistics, and supporting event-related activities.

• Experience providing administrative support in an office setting, preferably in a detail-focused services, legal, trust, or estate environment.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines with minimal supervision.
• Clear written and verbal communication skills, including confidence in drafting and proofreading business correspondence.
• Proficiency in administrative office tasks such as document preparation, data entry, filing, and answering inbound calls.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Sound judgment and problem-solving ability, with a proactive approach to identifying issues and supporting solutions.
• Collaborative work style and willingness to assist across departments to meet team and client needs.