Senior Administrative Associate

Apollon Wealth Management•Columbus, OH

45d•Onsite

About The Position

The Senior Administrative Associate provides friendly, professional, and accurate support to clients, staff, vendors, and visitors by managing front office operations, communications, scheduling, supplies, and mail. As the first point of contact and an ongoing representative of Chornyak & Associates, Ltd., this role requires attentiveness, initiative, and the ability to assess client needs and obtain accurate information in a timely manner. The position is in office five days a week and reports to a Wealth Management Advisor. The role supports reception and daily office operations, telephone and correspondence management, supplies and equipment, client information maintenance, and administrative paperwork. During tax season, the associate also assists with organizing client tax documents, routing and tracking returns, and mailing completed returns and supporting materials.

Requirements

Multiple years of experience providing administrative or management support.
Excellent interpersonal skills and strong phone etiquette.
Demonstrated commitment to exceptional customer service for internal and external clients.
Strong attention to detail and ability to maintain accurate records.
Proficiency with Microsoft Office products.
Ability to problem-solve, multitask, and manage confidential information professionally.
Strong written and verbal communication skills.
Ability to work effectively amid frequent interruptions.
Customer-focused mindset and expectation to consistently exceed client and staff needs.

Nice To Haves

Training or experience in administrative procedures is preferred.

Responsibilities

Welcome clients in person and by phone, direct them to the appropriate team member, and provide attentive service.
Answer incoming calls promptly, transfer calls, take and relay accurate messages, and follow up when information is not immediately available.
Review the daily calendar and prepare for scheduled appointments; maintain the appearance of reception and conference areas.
Manage the break room, including preparing and serving coffee and refreshments, clearing dishes, running the dishwasher, and restocking supplies.
Coordinate client and staff luncheons as needed.
Close the office daily by securing the front desk, logging off systems, turning off music, and tidying common areas.
Open, sort, and distribute incoming mail, and prepare and process outgoing and overnight mail.
Copy and log incoming correspondence, including client letters, notes, and checks, for recordkeeping and compliance purposes.
Maintain incoming and outgoing correspondence and faxes; scan and archive documents as required.
Compose and send client correspondence as directed.
Ensure copiers and office equipment are stocked and functioning, and coordinate maintenance when needed.
Monitor, order, and maintain office, break room, UPS, and postage supplies.
Maintain and update client information in client management systems, including fund company and Goldman Sachs platforms.
Maintain mailing lists and coordinate quarterly newsletters and annual holiday card mailings.
Assist the team with investment, insurance, and other administrative paperwork as assigned.
Prepare cookies for staff on Wednesdays.
Assist the tax team with receiving and organizing client tax documents, printing routing sheets, organizing files, scanning documents into tax software, routing tax packages, printing and mailing completed returns and supporting documents, and logging completed steps in the tax return tracking spreadsheet.
Screen incoming tax-related calls and address client questions when possible before escalating them to the tax team.
Order office supplies, UPS materials, postage, coffee, and cookie dough as needed.