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Administrative Coordinator, Financial Services

2 months ago

Smithtown, New York, United States Executive Alliance Full time

Executive Alliance is proud to represent a distinguished client specializing in financial planning and investment management solutions.

Position Overview:

Our client is in search of a meticulous and flexible Administrative Coordinator to enhance their financial services investment team. This pivotal role involves ensuring the seamless and effective daily operations of the office, delivering outstanding administrative assistance while fostering a constructive and efficient work atmosphere.

Key Responsibilities:

Office Administration:

  • Welcoming clients and managing appointment calendars.
  • Overseeing office supplies, equipment, and inventory management.
  • Coordinating maintenance and repair services for the office.
  • Implementing security measures to maintain a safe and healthy workplace.
  • Arranging travel logistics and processing expense reports.
  • Assisting in the collection of documents and discretionary practices for client investment portfolios.

Administrative Duties:

  • Providing comprehensive administrative support to the investment team, including scheduling meetings, managing communications, and preparing presentations.
  • Maintaining organized filing systems and documentation.
  • Supporting the onboarding and training of new staff members.

Financial Responsibilities:

  • Managing accounts payable and receivable processes.
  • Preparing and reconciling financial statements.
  • Assisting with budgeting and financial reporting based on experience.

Human Resources Support:

  • Assisting in the recruitment and hiring processes.
  • Maintaining employee records and ensuring adherence to HR policies.
  • Coordinating benefits administration.

Additional Duties:

  • Staying updated on industry trends and best practices in office management.
  • Identifying and implementing improvements to enhance office efficiency and productivity.
  • Taking on other responsibilities as assigned by management.

Qualifications:

  • A Bachelor's degree in Business Administration, Office Management, or a related field is preferred.
  • A minimum of 3 years of experience in an office management capacity, ideally within the financial services sector.
  • Strong organizational and time management abilities, with a knack for prioritizing tasks in a fast-paced environment.
  • Excellent communication, interpersonal, and customer service skills.
  • Proficiency in Microsoft Office Suite, particularly Excel.
  • Experience with accounting software is advantageous.
  • Detail-oriented with a commitment to high-quality work.
  • Able to work independently as well as collaboratively within a team.
  • Exhibiting a positive and professional demeanor.

Benefits:

  • Competitive salary and comprehensive benefits package.
  • Opportunity to contribute to a dynamic and expanding organization.
  • A collaborative and supportive work environment.
  • The chance to significantly impact the company's success.