Administrative Assistant

Administrative Assistant

(Full-Time, Non-Exempt)

Structure:

The Administrative Assistant is responsible for assisting the Chief Administrative Officer (CAO) and Marketing Coordinator, in clerical and administrative tasks in accordance with this description.

The Executive Assistant shall report to the CAO and Marketing Coordinator.

Goals:

The Administrative Assistant is responsible for assisting in moving the Firm toward the following goals:

Reduce clerical activities done by the CAO and Marketing Coordinator.

Requirements:

Education/Experience

Minimum of an associate’s degree in accounting, Finance, Business Administration, or a related field (bachelor’s degree preferred)

5+ years of relevant administrative experience, C-suite level support preferred

Experience in accounting or trust accounting is preferred

Skills

Proficiency in Microsoft Excel, Word, and PowerPoint

Understanding of accounting principles, including trust accounting functions

Ability to handle sensitive information confidentially and take proper precautions to protect information electronically and physically

Strong technological skills, including building, entry, and manipulation of spreadsheets, databases, and presentations; effectively managing calendar and e-mail systems

Strong organization and prioritization skills

Ability to professionally and effectively communicate both orally and in writing

Detail-oriented with a high level of accuracy, quality, and integrity

Tech-savvy, with the ability to quickly learn and adapt to new software and systems

Proactive in anticipating potential situations and the needs of management

Ability to handle simultaneous projects, effectively multi-task, and remain flexible to last-minute changes

Ability to work in a team environment while maintaining a pleasant disposition

Ability to work independently while using appropriate discretion to complete projects and assignments

Responsibilities and Authorities:

Handle trust accounting functions, including recording trust transactions and other assigned accounting duties, and ensuring compliance with applicable regulations

Track and/or coordinate state Bar dues as necessary

Compile a daily list of client payments received

Schedule meetings and handle setup details, including coordination of invitations, reservations, refreshments, technical needs, etc.

Manage calendars proactively, anticipating needs for upcoming events/activities, bringing attention to potential conflicts, and providing appropriate reminders for items requiring follow-up or advance attention

Arrange travel for the CEO & CAO and firm guests as appropriate

Draft correspondence for general matters

Collect and input data into firm systems, analyzing information as directed

Prepare draft presentations and standard management reports

Respond professionally and effectively to telephone inquiries and handle matters with vendors and business associates as directed

Work with firm committees to coordinate agendas, meeting arrangements, and other administrative needs as necessary

Provide general administrative support to facilitate the day-to-day operations of firm management

Update marketing database