Administrative Assistant

Sequoia Financial Group

Sequoia Financial Group is a growing Registered Investment Advisor (RIA), headquartered in Northeast Ohio, offering financial planning and wealth management services. At Sequoia, we exist with a singular purpose: to enrich lives. Our values define how we behave and guide us through the pursuit of our purpose to enrich lives. At Sequoia, our core values are:

• Integrity. We act in the best interests of others by providing an honest, consistent experience for our clients and team.
• Passion. We pursue our full potential, seeking to continually enhance and evolve our ability to serve our clients and team.
• Teamwork. We subordinate our egos to work together for the benefit of our clients.

Our promise to team members is that you will grow with us. From experienced advisors to new college grads to transitioning principals, every team member will find Sequoia a place to refine their professional mission, move into new opportunities, go deeper, and lead further. We are built to help you build a career here as a long-term contributor in our work to enrich lives for generations.

Administrative Assistant Position Description (CLE WEST)

Summary of the position

The Administrative Assistant is responsible for a wide range of functions, including managing correspondence, organizing files, and handling various clerical duties. This role also involves taking on operational responsibilities such as coordinating internal processes to ensure smooth operations. The Administrative Assistant serves as the first point of contact for clients and visitors, ensuring a professional and welcoming atmosphere. With excellent organizational skills and attention to detail, the Administrative Assistant will help maintain the efficiency and effectiveness of the office, contributing to the overall operational success of the team.

Responsibilities

This position will support a team of professionals in Cleveland, OH. Responsibilities include, but are not limited to:

• Ordering/mailing client gifts
• Preparing prospect packets for meetings and events
• Handling all outbound and inbound packages and mail, including scanning documents as needed.
• Check processing
• Forwarding incoming faxes and client files
• Submitting building maintenance requests as needed.
• Maintaining and organizing employee common areas including ordering office supplies and beverages
• Reviewing and forwarding incoming invoices (office supplies, shredding services, maintenance requests)
• Booking/organizing client and internal team events (e.g. volunteer events, employee engagement events, client appreciation, holiday party, etc.)
• Greeting clients and guests as they enter the office
• Providing Firm wide support for inbound calls
• Serving as remote back up support for other admin team members
• Helping with items needing printing/binding in office
• Handling service calls for office items, (printer, office space servicing, shredding, water, etc.)
• Preparing offices and desks for onboarding employees
• Ordering food for client and team member meetings or events, as requested
• Researching and booking employee travel and transportation, as needed
• Drive successful execution of high-priority meetings and events by anticipating needs and ensuring a high level of attention to detail
• Provide ongoing administrative support for key firm initiatives, ensuring a consistent and seamless experience for employees and clients
• Organizing information related to business opportunities

Required Skills/Experience

• Minimum 2-3 years of administrative and/or customer service-related experience
• Great communication skills, both verbal and written
• Notary or willingness to become a notary public

Preferred Skills/Experience

• Experience with Salesforce, Slack, Zoom and Outlook
• Prior experience working in a professional office setting

Competencies

• Motivated individual who is a self-starter and has demonstrated ability to learn new technology and processes
• Excellent verbal and written customer service skills
• Ability to thrive in a fast-paced environment alongside colleagues to reach a common goal
• Strong attention to detail
• Eagerness to grow and pursue professional development

Work Authorization & Sponsorship: Applicants must be legally authorized to work in the United States on a full-time basis without requiring employer sponsorship to commence or continue employment at any point in time. Unfortunately, we are not able to provide sponsorship. EEO Statement: At Sequoia, we value and respect differences in our workforce. We actively encourage everyone to apply. Sequoia is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, genetics, disability, age, veteran status or any other characteristic protected by law. Working Conditions: Frequent minimal physical effort such as sitting, prolonged periods working on a computer, standing and walking is required for this role. Depending on location, occasional moving and lifting light equipment and/or furniture may be required. This role may require occasional travel, including travel to client sites, company offices, or industry events, as needed. Employer Rights: This job description does not list all of the job duties of the job. You may be asked by your supervisors or managers to perform other duties. You may be evaluated in part based upon your performance of the tasks listed in this job description. The employer has the right to revise this job description at any time. This job description is not a contract for employment and either you or the employer may terminate your employment at any time for any reason.