Office Assistant/Personal Assistant/Sales Assistant for Financial Services Firm

We are seeking a dynamic and highly organized individual to join our team as an Office Assistant and Personal Assistant. The ideal candidate will possess a take-charge personality with a strong attention to detail, excellent multitasking abilities, and a proactive attitude towards supporting the smooth operations of our office. This position requires someone comfortable working in a small office environment. The candidate must have outstanding communication skills and be proficient in various software, including Office 365 suite, PowerPoint, Excel, Word, and Dropbox. Adaptability and willingness to learn new software are crucial. An interest in marketing is a plus.

Key Personality Traits

• Organized: Must excel in maintaining a well-organized workspace and managing various tasks simultaneously.
• Phone Etiquette- Must have pleasant phone voice and excellent enunciation and grammar skills
• Detail-Oriented: A keen eye for detail to ensure accurate completion of administrative duties and tasks.
• Multitasker: Ability to juggle multiple responsibilities effectively without compromising on quality.
• Good Memory: Retain essential information to ensure seamless execution of client interactions and office tasks.
• Take-Charge Personality: Proactive approach to problem-solving and willingness to take initiative.
• Support-Oriented: Thrive in a supportive role, assisting clients and the owner with their needs.
• Conscientious: Display a high level of responsibility and integrity in all tasks undertaken.
• Comfortable with Communication: Ability to handle phone conversations confidently and professionally.
• Self-Sufficient: Able to work independently in a small office environment.
  
  

Responsibilities Include But Are Not Limited To

• Appointment Management: Schedule and coordinate client review appointments via Zoom, phone, and in-person meetings. Confirm appointments in advance and ensure a smooth scheduling process.
• Client Relationship Management: Maintain client records and notes in the CRM system, ensuring all information is accurately recorded and up to date. Filing client documents properly.
• Office Equipment and Vendor Management: Operate and oversee office equipment such as postage machine, copier, and fax machine. Handle communication with vendors supporting these machines, as well as managing related bills.
• Office Supply Organization: Monitor and maintain office supplies, ensuring that inventory is well-stocked and orderly.
• Personal Assistant Duties: Assist the owner with personal tasks, which may include bill payments and other necessary errands.
• Birthday Cards and CRM Maintenance: Send birthday cards to clients as part of maintaining positive client relationships. Ensure the CRM is updated with relevant information regularly.
• Software Proficiency: Utilize Microsoft Office 365 suite, including PowerPoint, Excel, and Word, as well as Dropbox. Willingness to learn new software as needed.
  
  

Qualifications

• High school diploma or secondary education. Additional qualifications in office administration or related fields are a plus.
• Previous experience in administrative or personal assistant roles is required.
• Proficient in Microsoft Office 365 suite, including PowerPoint, Excel, and Word.
• Excellent communication skills, both verbal and written.
• Strong organizational skills and the ability to multitask effectively.
• Tech-savvy and adaptable to learning new software and tools.
• Professional demeanor and ability to handle confidential information with discretion.
  
  

If you are a proactive and organized individual with a passion for providing exceptional support, we would love to hear from you. Join our team and make a significant impact on our office's efficiency and overall success.