Administrative Assistant- First Wealth Manage

Title: Administrative Assistant I

Department: First Wealth Management

Reports to: Trust Operations Manager

Summary:

The duties and responsibilities of an Administrative Assistant include providing administrative support to our administration and business development staff through a variety of tasks related to organization and communication while maintaining the highest level of customer service and professionalism for clients and their needs. A truly effective Administrative Assistant is self-regulating, possesses both reliability and consistency, is able to learn quickly and problem solve well, and have practically perfect organizational skills. Successful candidates will have excellent internal and external customer service and must be outcome-oriented.

Primary Responsibilities and Duties:

(The summary of duties and responsibilities listed above are representative of the job requirements but, are not meant to be all-inclusive or prevent other duties from being assigned as necessary.)

• Maintain front office coverage at all times.
• Answer incoming calls within the first two rings with a smile.
• Greet clients/guests with a smile and offer refreshments.
• Open, scan, distribute and follow up on daily mail items.
• Operate document imaging equipment to create electronic files or archives.
• Prepare documents for scanning, scan documents and verify quality of digital images.
• Appropriately archive documents already received in an acceptable electronic format or create an acceptable format for retention.
• Review existing files/documents and identify which are not scanned into an acceptable electronic format.
• Work with management to ensure current record retention systems are structured appropriately for future system upgrades and/or conversions department wide.
• Properly scan and store documents found to still exist in only paper form according to correct file architecture and naming convention.
• Annually identify files that can be properly disposed of per record retention guidelines for additional review and files that can be moved to the secondary archival location for server space.
• Identify and index documents according to department guidelines and file architecture.
• Assist with calendar invites and coordinate client appointments as needed.
• Identify, scan, record and/or log documentation according to department guidelines and file architecture for proper record retention, such as: medallion guarantee stamp; farm reports; tax documents; annual court accounting.
• Coordinate department wide items such as birthdays and monthly Jeans Day Events
• Maintain office supplies by checking inventory and ordering items while remaining cost conscious and following established guidelines.
• Respond to questions and requests for information from staff.
• Assist with special projects as assigned.

Position Requirements:

• High School Diploma required, further education preferred.
• Strong phone and computer skills, previous administrative support and customer service experience preferred.
• Detail oriented and comfortable working in a fast-paced office environment.
• Exceptional communication skills with a warm smile to greet clients.
• Superior organization skills and dedication to completing projects in a timely manner.
• Maintaining a clean desk area with no confidential information showing.
• Ability to manage multiple tasks and achieve deadlines under pressure.
• Ability to analyze and revise operating practices to improve efficiency.
• Proficiency in Adobe and Microsoft Office with expertise in Outlook, Word, Excel and PowerPoint. 
• Communicate in a clear and service-oriented manner.  Use appropriate, professional language and grammar to effectively exchange ideas and information.
• Must follow and maintain knowledge of policies and procedures and recognize the necessity for strict client confidentiality.
• Ability to proactively work with both clients and fellow team members.
• Ability to maintain a regular, predictable attendance. 
• Ability to work overtime if needed.