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Administrative Support Specialist
2 weeks ago
Overview
The Administrative Support Specialist plays a key role in supporting daily operations and ensuring a smooth, welcoming experience for clients and team members. This position combines administrative, facilities, and client service responsibilities in a professional, team-oriented environment.
Key Responsibilities
- Serve as the first point of contact for the firm, answering and directing calls with warmth and professionalism.
- Manage incoming and outgoing mail, shipping, and office correspondence.
- Coordinate office supply ordering, vendor communications, and basic facility needs.
- Support advisors and team members with scheduling, meeting preparation, and logistics for client and internal meetings.
- Assemble and maintain client materials, reports, and packets for meetings and onboarding.
- Assist with expense tracking, data entry, and document management in support of operations and compliance.
- Help coordinate team events, client recognitions (e.g., birthdays, sympathy notes), and other culture-building activities.
- Provide general administrative assistance to ensure efficient office operations and a positive client experience.
- 2+ years of experience in an administrative, office coordination, or client service role.
- Strong organizational skills and attention to detail.
- Excellent communication and interpersonal skills.
- Proficient in Microsoft Office (Outlook, Word, Excel) and comfortable learning new systems.
- Professional demeanor with a service-oriented mindset.
About Tobias Financial Advisors
Tobias Financial Advisors (TFA), founded in 1980, is an independent, fee-only financial planning and wealth management firm serving high-net-worth individuals and business owners. We specialize in proactive tax strategies, investment management, and supporting clients through life's transitions. Our collaborative, values-driven culture empowers our team to deliver exceptional, personalized service while upholding the highest fiduciary standards.
