Administrative Assistant

2 months ago

Allentown, United States Cornerstone Advisors - Ensure You'll Endure™ Full time

Position Summary

The Administrative Assistant will be providing a high level of service to our executives helping them coordinate extremely active calendars, meetings (internal and external), travel, and speaking with our clients and advisors in a professional and gracious manner. Support to other team members as well as general office support will be expected. This role also includes overseeing all operational aspects to keep the office running efficiently. Please note that this position is in our office in Allentown, it is not remote.

Responsibilities

  • Calendar and email management in MS Outlook
  • Schedule internal and external client meetings (both in person and via Zoom or MS Teams)
  • Update and manage scheduling lists, contact lists, and task lists
  • Coordinate and manage travel itinerary
  • Entering and maintaining detailed client information in a CRM database
  • Coordinate office events (including in and out of house), such as luncheons, team events
  • Bind presentations
  • Order supplies
  • Develop strong familiarity with clients, carriers, vendors and client relations.
  • Screen incoming phone calls
  • Exercise superior judgment on transferring calls, taking messages, or getting the caller to the appropriate party
  • Draft emails
  • Take an active interest in the President/CEO’s activities and be anticipatory and proactive with deliverables
  • Become familiar with President/CEO’s Top 20 cases/clients/advisors
  • Draft emails, memos, letters, meeting notes, billing
  • Prepare presentations, approach kits, including copying and binding material
  • Scope of work preparation, tracking and billing
  • Dictations/transcriptions - letters, meeting notes, etc.
  • Mass emails, holiday cards, requests for financials from clients, post LinkedIn material
  • Order assessments for Cornerstone's Human Capital Development services
  • Serve as Office Manager ad hoc including
  • Ordering, coordinating and setting up lunches


Qualifications

  • Minimum of 4-6 years of experience working as an Assistant experience (in the Financial Services industry a plus)
  • Experience supporting Senior executives
  • Ability to function effectively while under pressure in a fast-paced and evolving environment
  • Ability to juggle many tasks at once, and quickly shift gears and re-prioritize as needed
  • Ability to remain patient, flexible, and focused
  • Superior communication/interpersonal skills both verbal and written
  • Superior follow-through, and organizational and task management skills
  • Superior response time to heavy email communications
  • Highly detail-oriented with superior follow-through
  • Extremely presentable and articulate
  • Team player
  • Strong customer service orientation
  • Strong initiative to accomplish tasks, meet deadlines, and take an active interest in current projects
  • Strong initiative to understand our business and key relationships to perform more effectively
  • Proficient in Microsoft Word, Excel, and Outlook (Visio is also a plus)
  • Experience with heavy calendar management using Outlook
  • Positive, pro-active, can-do attitude
  • Duties may change frequently as needed


Compensation/Benefits

  • Attractive annual compensation package is commensurate with experience
  • Comprehensive benefit package includes medical, dental, life, disability,
  • Safe harbor 401(k),
  • Eligible for annual bonus based on firm’s net profit and employee’s job performance and attitude


Featured benefits

·        Medical insurance

·        Vision insurance

·        Dental insurance

·        401(k)

·        Tuition assistance

·        Disability insurance

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