Administrative Assistant Job at Pacific ExecSearch in Davis

Job Description

We are recruiting a proactive Administrative Assistant to join a reputable financial services organization in the Davis area known for its collaborative and tenured staff. Our client values work/life balance and offers generous time off (3 weeks in the first year), a 401(k) plan with employer match, and healthcare subsidies. The Administrative Assistant plays a pivotal role in ensuring the smooth operation of a fast-paced, organized, and friendly office by supporting staff and interacting with clients. 100% onsite, M-F. Salary: $60,000

The ideal candidate will have 2+ years' of experience providing administrative support in a professional services environment, strong critical thinking skills as it pertains to complex calendaring, professional verbal and written communication skills, and excellent B2B customer service.

PRIMARY RESPONSIBILITIES:

• Manage calendars for multiple staff members and assist with meeting scheduling.
• Create and maintain documents for new client intake.
• Open new account applications, process money movement requests, and work on internal business projects as assigned.
• Answer client questions and provide readily available information regarding their accounts, within permissible limits.
• Handle forms for investment accounts.
• Greet clients upon arrival and extend hospitality to guests.
• Conduct client appointment reminder calls.
• Order office supplies and manage related inventory.
• Oversee equipment and facilities maintenance, including managing contracts with outside vendors.
• Review and improve work methods and procedures for quality and efficiency.
• Document meeting notes and pull reports as needed.
• Handle incoming and outgoing mail.
• Assist in maintaining the electronic client management system.
• Perform document scanning and filing as needed.
• Collaborate with the home office to ensure accurate account setup and resolve issues..
• Maintain files and records according to the records retention policy.
• Offer insight and recommendations to effectively use key tools to achieve practice results.
• Assist with additional clerical support as assigned.

SKILLS & QUALIFICATIONS:

• 2+ years of administrative experience.
• Intermediate proficiency with Microsoft Office Suite.
• Familiarity working within a CRM system. Salesforce experience is a plus.
• Possesses high integrity and the ability to work independently with limited supervision.
• Positive attitude and a sincere willingness to constantly learn and grow.
• Effective communication and customer service skills with clients and staff.
• High school diploma or higher education required.
• Strong attention to detail, organizational and data processing skills.
• Efficient time management and multitasking capabilities.
• Adherence to rules and regulations as required by the company.

Meet Your Recruiter

Elizabeth Mann

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