Administrative Assistant

Administrative Assistant Overview

• The Administrative Assistant will provide essential support to the Head of Client Services, ensuring smooth operations and effective communication within the team.
• This contract role offers a dynamic environment with potential for permanent placement, supporting a 30-person client services team.
• The position involves managing schedules, coordinating travel, and preparing professional documents for internal and client-facing purposes.
• You will handle sensitive information with discretion, ensuring compliance and confidentiality in all administrative tasks.
• Collaborate with internal departments to streamline operations and enhance team efficiency.
• Opportunity to contribute to special projects, event planning, and onboarding new clients.
• Work in a hybrid setting, combining onsite presence with remote flexibility for optimal productivity.
• Ideal for candidates with a professional demeanor and a client-service orientation.

Administrative Assistant Key Responsibilities & Duties

• Manage calendars, scheduling, and meeting logistics for the Head of Client Services and team.
• Coordinate travel arrangements and process expense reports efficiently and accurately.
• Prepare, format, and proofread correspondence, presentations, and other professional materials.
• Answer and direct phone calls, emails, and inquiries in a professional and timely manner.
• Maintain organized filing systems for client records and documentation.
• Assist with onboarding new clients, including preparing welcome materials and tracking documentation.
• Coordinate with internal departments such as compliance, operations, and IT to support team needs.
• Order office supplies and manage general administrative needs of the team.
• Support special projects and event planning as required by the team.

Administrative Assistant Job Requirements

• Bachelor's degree preferred, with strong academic background in relevant fields.
• Minimum of 2 years of administrative experience, ideally 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 ability to multitask.
• Ability to prioritize tasks effectively in a fast-paced environment.
• Experience handling sensitive and confidential information with discretion.
• Strong client-service orientation and ability to work collaboratively within a team.
• Flexibility to adapt to changing priorities and support diverse team needs.