Administrative Assistant

Work Schedule: 40 hours/week, 8 hours/day Contract Duration: 12 Month Contract on W2 Interview Mode: TBD Job Summary: We are seeking an Administrative Assistant to provide administrative support to multiple advisors in a dynamic team environment and provide backup team support as needed. Key Responsibilities Provide ongoing and ad-hoc administrative support, including copying, scanning, filing, faxing, archiving, inventory ordering, shipping, mail, and check-related processing. Coordinate travel arrangements and process expense reports in a timely manner. Handle confidential and sensitive client information with discretion. Prepare and ship client-related correspondence, memos, letters, reports, and other documents as requested. Interact professionally and effectively with team members and business leaders. Maintain an understanding of firm policies to independently handle certain issues and answer questions. Support new client onboarding by filing relevant documentation and performing data entry in firm systems. Maintain and coordinate advisor calendars, schedule internal and external meetings, and resolve potential calendar conflicts through communication with advisors, administrative staff, clients, and third parties. Coordinate meeting logistics, including travel arrangements, meeting rooms, and building access. Support the onboarding and integration of new administrative team members through training and shadowing opportunities, when applicable. Skills & Qualifications Prior administrative experience supporting executives and/or financial advisors in an office environment is preferred. Strong judgment and discretion when handling confidential or sensitive information. Excellent written and verbal interpersonal and communication skills. Strong attention to detail and organizational skills, with the ability to prioritize tasks. Quick learner and self-starter with excellent anticipation skills. Supportive team player with a positive attitude. Proactive problem solver and independent thinker with strong follow-up skills. Ability to work under pressure while maintaining high standards and adapting to unexpected events. Ability to prioritize and multitask in a dynamic, deadline-driven environment. High degree of integrity, professionalism, and diplomacy. Familiarity with expense platforms such as SAP Concur is a plus. Proficiency in Microsoft Word and Outlook is required. #J-18808-Ljbffr IMCS Group