Administrative Position - Scanning

Job Description

Job Title: 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