Administrative Assistant

Job Description

Job Description

Who we are:
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.
Summary of the position

The Administrative Assistant is responsible for a wide range of tasks, including managing correspondence, scheduling meetings, organizing files, and handling various clerical duties. This role also involves taking on operational responsibilities such as overseeing coordinating internal processes to ensure smooth operations. The Administrative Assistant acts 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

Responsibilities to include but not limited to:

• Ordering/mailing of client gifts
• Prepare prospect packets for meetings and events
• Responsible for monitoring client-facing external file share and voicemail folders, ensuring timely retrieval, organization, and routing of incoming documents and messages to appropriate team members.
• Handle all outbound and inbound packages and mail, scanning documents as needed.
• Check processing
• Forwarding of incoming faxes and client files
• Maintaining and organizing employee common areas including ordering office supplies and beverages
• Forwarding incoming invoices–office supplies, shredding
• Greeting clients and guests as they enter the office
• Firm wide support of inbound calls
• Provide back up support for other Admins when out of the office
• Prepare for client meetings and internal office meeting agenda preparation
• Helping with items needing printing/binding in office
• Handling of calling for service on office items, printer, office space servicing, shredding, water
• Processing of Quarterly Tax payments
• Preparing offices/desks for onboarding employees
• Booking/organizing of client events and internal team events, e.g. volunteer events, employee engagement events, client appreciation, holiday party, etc. 
• Research and book travel for employees for travel and transportation as needed
• Travel coordination
• Coordinating internal meeting and client event logistics
• Organizing information regarding business opportunities 

Required Skills/Experience

• Minimum 2-3 years of administrative and/or customer service-related experience

Preferred Skills/Experience

• Experience with Salesforce and Outlook
• 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 customer service skills verbal and written
• Must be willing to work in a fast-paced environment alongside colleagues to reach a common goal
• Detail Oriented

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.