Administrative Assistant

Overview

• Provide administrative support to the Head of Client Services team, ensuring smooth operations and excellent stakeholder experiences.
• Coordinate schedules, meetings, and travel arrangements while managing expense reports efficiently.
• Prepare, format, and proofread correspondence, presentations, and client-facing materials with attention to detail.
• Maintain organized filing systems for client records and documentation to ensure accessibility.
• Assist with onboarding new clients, preparing welcome materials, and tracking documentation.
• Support special projects and event planning as needed, contributing to team success.
• Handle sensitive and confidential information with discretion and professionalism.
• Collaborate with internal departments, including compliance, operations, and IT, to streamline processes.

Key Responsibilities & Duties

• Manage calendars, scheduling, and meeting logistics for the Head of Client Services team.
• Coordinate travel arrangements and process expense reports promptly and accurately.
• Prepare, format, and proofread correspondence, presentations, and client-facing materials.
• Answer and direct phone calls, emails, and inquiries professionally and efficiently.
• Maintain organized filing systems for client records and documentation to ensure accessibility.
• Assist with onboarding new clients, including preparing welcome materials and tracking documentation.
• Order office supplies and manage general administrative needs of the team.
• Support special projects and event planning as needed, contributing to team success.

Job Requirements

• Bachelor’s degree preferred, ideally in a related field such as business administration.
• Minimum of 2 years of administrative experience, preferably in financial or professional services.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills with a professional demeanor.
• Highly organized with strong attention to detail and the ability to multitask.
• Ability to prioritize tasks in a fast-paced environment and meet deadlines.
• Experience handling sensitive and confidential information with discretion.
• Strong client-service orientation and ability to collaborate effectively with teams.