Office Assistant

M3 Placement•Utica, NY

10d

About The Position

Strategic Financial Services is seeking an Office Assistant to serve as the firm’s front-office coordinator and administrative support professional. The role provides a welcoming, professional experience for clients and visitors while helping the office operate smoothly and efficiently. As the first point of contact, the Office Assistant also supports advisors, operations, and other departments across the firm. The position supports daily office operations, coordinates meetings and logistics, assists with events and administrative projects, and helps maintain established processes and procedures. The ideal candidate is organized, detail-oriented, professional, and able to manage multiple priorities.

Requirements

1–3 years of experience in a receptionist, administrative assistant, office coordinator, customer service, marketing assistant, or similar role.
Warm, professional front-desk presence and strong customer service skills.
Excellent organization, attention to detail, and follow-through, with the ability to manage multiple priorities and deadlines.
Strong written and verbal communication skills.
Proficiency with Microsoft 365, including Outlook, Word, Excel, and Teams.
Ability to learn and effectively use internal business systems, including CRM, document management, and workflow platforms.
Experience managing calendars, scheduling meetings, and coordinating logistics.
Ability to accurately handle incoming calls, messages, mail distribution, and office correspondence.
Experience ordering supplies, tracking inventory, and coordinating with vendors and service providers.
Strong problem-solving skills and ability to independently address routine office and administrative issues.
Ability to maintain confidentiality and appropriately handle sensitive client and firm information.
Active Notary Public commission or willingness to obtain one upon hire.

Nice To Haves

Experience working in a professional services environment.
Experience coordinating internal meetings, events, or office functions.
Knowledge of office equipment, multi-line phone systems, and document management tools.
Familiarity with Salesforce or a similar CRM.
Associate’s degree in Business Administration or a related field.

Responsibilities

Greet clients and visitors and provide a warm, professional first impression of Strategic Financial Services.
Answer and appropriately route incoming calls and messages.
Manage incoming and outgoing mail and office correspondence.
Maintain a welcoming, organized, and professional office environment.
Order and replenish office and kitchen supplies.
Coordinate with office vendors and service providers.
Monitor office organization, cleanliness, and appearance.
Support day-to-day office logistics and coordination activities.
Assist with administrative projects and operational requests as needed.
Provide administrative support to advisors, operations, and other departments across the firm.
Coordinate meetings, requests, and follow-up activities.
Assist with event-related administrative tasks.
Support established processes and procedures through effective execution and coordination.
Maintain a high level of organization, accuracy, and follow-through.