Administrative Assistant

Sequoia Financial Group Llc•Westlake, OH

8h•Onsite

About The Position

The Administrative Assistant is responsible for a wide range of functions, including managing correspondence, organizing files, and handling various clerical duties. This role also involves taking on operational responsibilities such as coordinating internal processes to ensure smooth operations. The Administrative Assistant serves as the first point of contact for clients and visitors, ensuring a professional and welcoming atmosphere. With excellent organizational skills and attention to detail, the Administrative Assistant will help maintain the efficiency and effectiveness of the office, contributing to the overall operational success of the team.

Requirements

Minimum 2-3 years of administrative and/or customer service-related experience
Great communication skills, both verbal and written
Notary or willingness to become a notary public

Nice To Haves

Experience with Salesforce, Slack, Zoom and Outlook
Prior experience working in a professional office setting
Motivated individual who is a self-starter and has demonstrated ability to learn new technology and processes
Excellent verbal and written customer service skills
Ability to thrive in a fast-paced environment alongside colleagues to reach a common goal
Strong attention to detail
Eagerness to grow and pursue professional development

Responsibilities

Ordering/mailing client gifts
Preparing prospect packets for meetings and events
Handling all outbound and inbound packages and mail, including scanning documents as needed.
Check processing
Forwarding incoming faxes and client files
Submitting building maintenance requests as needed.
Maintaining and organizing employee common areas including ordering office supplies and beverages
Reviewing and forwarding incoming invoices (office supplies, shredding services, maintenance requests)
Booking/organizing client and internal team events (e.g. volunteer events, employee engagement events, client appreciation, holiday party, etc.)
Greeting clients and guests as they enter the office
Providing Firm wide support for inbound calls
Serving as remote back up support for other admin team members
Helping with items needing printing/binding in office
Handling service calls for office items, (printer, office space servicing, shredding, water, etc.)
Preparing offices and desks for onboarding employees
Ordering food for client and team member meetings or events, as requested
Researching and booking employee travel and transportation, as needed
Drive successful execution of high-priority meetings and events by anticipating needs and ensuring a high level of attention to detail
Provide ongoing administrative support for key firm initiatives, ensuring a consistent and seamless experience for employees and clients
Organizing information related to business opportunities