Administrative Assistant

MAI Wealth Management, Inc.•Marriottsville, MD

About The Position

The Administrative Assistant provides outstanding service to our Client Accounting and Family Office team by maintaining accurate, complete, and up to date general ledgers for a number of clients. This position involves entering and maintaining data in our bill pay software, providing support to the Client Accounting Team and providing stellar service to our internal partners. This role performs a variety of administrative and clerical tasks and duties which include providing support to managers and employees, assisting in daily office needs, and managing general administrative activities in an efficient, accurate, and expedient manner. This position is a part-time position under 25/hrs per week.

Requirements

High school diploma or general education degree (GED) required; associate degree in business administration preferred.
Minimum 2 - 3 years administrative assistant, clerical, or sales support experience.
Proficient in Microsoft Office (Outlook, Word, Excel, Adobe, PowerPoint).
Knowledge of office management systems and procedures.
Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook), Adobe PDF; Google Maps/Street View; QuickBooks.
Strong Basic Math Skills – Ability to calculate figures and amounts such as commissions, percentages.
Above-average computer literacy, including searching for information online, and a willingness to learn other software products.
Refined computer skills and the ability to process information in an efficient and timely manner.
Must be flexible to our changing client and company needs.
Time management and critical thinking skills.
High attention to detail and accuracy.
Thrives in a fast-paced and dynamic team-based, collaborative environment, and works well with others to resolve conflicts, especially under pressure.
Highly organized, detail-oriented, and able to meet deadlines, while still maintaining flexibility to meet firm needs and follow-up as needed.
Strong organizational and interpersonal skills with a demonstrated commitment to teamwork and partnerships.
Excellent verbal and written communication skills; demonstrated ability to write clear, concise, grammatically accurate reports and analysis to a diverse group of people.
Maintains absolute confidentiality of all information and safeguards firm data; maintains high ethical standard in all practices.
Ability to handle critical internal relationships, including with the Management team, other departments, and employees of all levels.
Willing to learn new procedures or skills, accept new projects and challenges, and pitch in to help others as needed.
Professional and positive demeanor, superb work ethic, high level of personal ethics and integrity.

Responsibilities

Compile, sort and classify client invoices according to team guidelines, scan invoices to the clients account in the bill pay software.
Process daily check runs by comparing data with source documents to verify accuracy and distributing checks to team or mail to vendor.
Monitor client credit card statements online, verify payments have been made and provide team with statements as needed.
Review peer financial statements for accuracy, provide feedback when necessary.
Collect and record customer invoices, deposits, withdrawals and fees in bill pay software. Review all entries for accuracy, compile monthly and quarterly reports for Wealth Management team.
Investigate and correct errors upon customers’ request.
Compare monthly bank accounts with canceled checks and reconcile discrepancies. Investigate outstanding checks and take corrective action.
Managing daily mail to maintain order within the department and to ensure document accuracy; responsible for establishing, maintaining, and organizing official documents and records in appropriate files.
Assists with team projects and events as needed.

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