Administrative Assistant

Intrua Financial, LLC•Houston, TX

19d•Onsite

About The Position

Intrua Financial is seeking a reliable, organized, and personable Administrative Assistant to support the day-to-day operations of our Houston office. This role serves as the first point of contact for many of our clients and plays an important part in creating a welcoming, professional, and well-organized office environment. The Administrative Assistant is responsible for managing the front desk and incoming phone calls, welcoming clients, supporting in-person meetings, maintaining shared office spaces, and assisting the operations team with a variety of administrative tasks. The ideal candidate is dependable, proactive, an excellent communicator, and comfortable juggling multiple priorities at once. This person should enjoy helping others, take pride in keeping things organized, and be able to remain friendly and composed in a busy office environment.

Requirements

High school diploma required
Excellent verbal and written communication skills
Strong organizational skills and attention to detail
Ability to manage multiple priorities and interruptions throughout the day
Comfortable answering and managing multiple incoming phone calls
Professional, friendly, and confident when interacting with clients
Proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams
Ability and willingness to learn new technology and office systems

Nice To Haves

Associate or bachelor’s degree preferred
Previous administrative, receptionist, hospitality, or customer service experience is a plus
Reliable and punctual — someone the team can consistently count on
Friendly, welcoming, and comfortable interacting with a wide variety of people
Strong communicator who follows through and keeps others informed
Able to stay calm and organized when several things need attention at once
Proactive and willing to notice what needs to be done without always being asked
Comfortable shifting between client-facing responsibilities and behind-the-scenes administrative work
Team-oriented with a willingness to jump in and help wherever needed
Takes pride in creating an organized, professional, and welcoming office environment

Responsibilities

Greet clients and visitors warmly and professionally and ensure they feel welcomed and taken care of
Answer and route incoming calls to the appropriate advisor or team member
Manage multiple incoming calls at once while maintaining a professional and helpful demeanor
Take accurate messages and ensure information is communicated promptly to the appropriate person
Serve as a helpful resource for clients while they are visiting the Houston office
Prepare conference rooms before client meetings, ensuring rooms are clean, organized, and ready for guests
Reset conference rooms promptly following meetings so they are prepared for the next appointment
Monitor client-facing areas throughout the day and maintain a clean, polished, and welcoming environment
Stock and organize snacks, beverages, and supplies for clients and team members
Help maintain the office kitchen, including keeping common areas tidy and running the dishwasher at the end of each day
Identify office supply or maintenance needs and communicate them to the appropriate team member
Assist with incoming client checks and the check deposit process in accordance with firm procedures
Assist with client correspondence, mailings, scanning, and document organization
Support compliance filing and maintenance of organized records
Relay messages, documents, and information to advisors and team members accurately and promptly
Provide general administrative support to the operations and client service teams as needed
Assist with special projects and other office responsibilities as they arise