Administrative Assistant

Job DescriptionThe Administrative Assistant serves as the first point of contact for clients and vendors visiting the office, as well as responding to and directing calls received on the company’s main phone line. He/She is responsible for providing exceptional hospitality to clients by guiding them to their assigned conference room, serving refreshments, and attending to requests of the financial advisors during and after client meetings. The Administrative Assistant is also responsible for ensuring the front office, kitchen, and conference rooms are maintained in a clean, well-stocked manner. He/She is responsible for ordering office supplies, supporting marketing needs, making travel arrangements for employees, and FSA events, in addition to maintaining a positive, professional relationship with vendors, various suppliers, and fellow employees. This position provides a great deal of support to the Operations/Compliance Manager, as well as support to the Chief Compliance Officer, Principals, and Management Team of the firm as requested.Front Office ReceptionGreet clients, visitors, and team members professionally and pleasantlyAnswer main number for office (respond to inquiries, takes messages, route calls)Respond to webchat inquiriesPrepare and maintain lobby and conference rooms in a neat, clean, and well-stocked mannerKeep manager abreast of all issues or change requests that may impact the reception areaAdministrative SupportProvide direct administrative support to Operations Manager, Principals, and Management TeamMake travel arrangements, including transportation, hotel accommodations, registration, etc.Maintain daily client check receipt log and forward checks to Schwab via overnight mailCollect bills, receipts, and expense reportsAssist Operations Manager with client billing processKeep manager abreast of special project requests and to obtain direction for determining prioritiesMonitor main company and conference room calendars and ensure adherence to color codingParticipate in Social Committee meetingsOrder holiday gifts and other gifts as requestedAssist with holiday card mailingSupport all departments with mailingsAssist with back-office maintenance for CalendlyOffice/Facilities MaintenanceSort and distribute all incoming faxes and mail, prepare various packages for shippingSupport phone system management and make administrative edits for extensions as neededEstablish and maintain accounts with vendors and FSA’s internal contact listHandle catering for internal meetings (client meetings, team lunches, etc.)Maintain office mailing and copy machines, including service visits and replenishing all office/kitchen suppliesMaintain kitchen area (i.e., lunch breakdown, load/unload dishwasher, etc.)Serve as liaison between firm and building management for all building-related issues and needs to include maintenance, staff parking, and security system entry keysOversee subscription and publication renewals, including inventory and maintenance of inventoryMonitor proper use and maintenance of office equipmentKeep manager abreast of all issues or change requests that may impact the office in generalMarketing SupportAssist with preparation of marketing materials, mailings, and special projectsAssist with facilitation and planning of company and employee eventsMonitor and order marketing suppliesTake photographs for social media posts such as employee anniversaries and birthdaysCompliance SupportMonitor leadership certification renewalsMonitor leadership credits and ensure educational requirementsMonitor IARD registrationsMaintain gift logPerform vendor due diligence annual reviewAssist Operations Manager with various insurance formsMaintain secure document shredding vendor and processCultural Vision IntegrationSupport and implement core values into daily work and team member interactionsParticipate in training and on-going learning opportunities as designated by managerQualificationsAssociates degree requiredTwo years of related professional office experience requiredAbility to effectively and fluently communicate in English both verbally and in writingGood analytical, problem-solving, and interpersonal skillsCustomer-service oriented, with a pleasant demeanor and telephone mannerTeam-oriented, with ability to collaborate with others honestly, directly, and respectfullySelf-starter who takes initiative with little directionEffective organizational and time-management skillsIntermediate use of Microsoft 365 suiteFamiliarity with general office equipment and computersBenefits401(k)Paid time offParental leaveEducation: Associate (Required)Experience: Administrative Assistant: 2 years (Required)Language: English (Required)License/Certification: Driver's license and vehicle (Required)Work Location: Hybrid remote in Rockville, MD 20850Pay: $50,00-$55,000 per year