Administrative Assistant

Insero Advisors, LLC • City of Rochester, NY

4d • $20 - $24 • Onsite

About The Position

We are seeking a dependable and organized Administrative Assistant to assist our team with keeping daily office operations running smoothly. This role would be required to work in the office 5 days/week. Parking is 100% paid for by the firm and is in a parking garage under our building.

Requirements

• 2+ years of experience in a similar administrative assistant role is required.
• An Associate’s degree or greater is required, preferably in a business administration or office technology concentration.
• Strong proficiency with MS Office Suite (Excel, Word, Outlook and PowerPoint) is required.
• Ethics and integrity are essential to this role and the firm, the ability to keep client information confidential is a requirement.
• A candidate in this role should be professional, organized, and detail oriented.
• The ideal candidate must be deadline focused, proactive, possess solid multi-tasking skills, patience, and ability to take directions from several people.

Nice To Haves

• Experience in a financial service company is a plus.
• Word (mail merges) and strong Excel/spreadsheet and database usage/reporting are highly preferred.
• Experience with embedding Excel in Word documents and formatting is a plus.
• A focus on word processing and formatting is essential.

Responsibilities

• Preparing, proofing, and formatting of documents, correspondence, memos and reports for internal and external use.
• Processing of drafts and final copies of documents such as financial statements (electronic and bound copies).
• Ensures accurate and timely preparation of letters, correspondence and reports
• Setting up and utilizing mail merges for creating and mailing client audit confirmations.
• May assist with coordination department calendar needs; scheduling of internal and external meetings via Microsoft Outlook.
• New client setup within Client Portal (database).
• Scanning and electronically filing/organizing documents into database in a timely fashion.
• Responsible for greeting clients when they enter the office from the elevator and notify personnel with whom they are meet with.
• Handles incoming/outgoing mail – print mailing labels, (USPS, Certified Mail, and FedEx.) weigh for postage, filling out certified mail forms, maintaining postage machine, sorts and distributes mail.
• May assist with scheduling travel arrangements for audit and other firm staff as necessary.
• Assist with stocking of kitchen and office supplies. Keeps kitchen and conference rooms clean and organized.
• Help coordinate and run firm events and in-office lunches.
• Managing firm’s voicemail box and forwarding as necessary.

Benefits

• outstanding paid time off program (4 weeks/160 hours)
• 16 paid holidays
• remote/hybrid work flexibly
• 401(k) plan with firm contributions
• tuition reimbursement program
• 100% employer paid parking
• spot bonus program
• a variety of different medical plan options along with opt-out dollars if you do not need medical ins coverage.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree