Administrative Assistant

The Administrative Assistant supports the daily operations of the business unit by assisting the Business Administrator, account managers, and customers with a wide range of administrative and service-related tasks. This role helps keep communication flowing, ensures timely handling of customer inquiries, and maintains accuracy and organization of essential business unit processes.
What You Will Be Doing:

Serves as the first point of contact for customers by managing incoming calls, greeting walk-ins, routing inquiries, and ensuring timely follow-up on questions, issues, and complaints.
Maintain office supplies and inventory, coordinating with support office vendors to ensure timely replenishment and service.
Complete all additional administrative tasks assigned to ensure smooth business unit and financial services operations.
Serve as the first point of contact for visitors and callers, providing a professional and welcoming experience.
Manage incoming calls, greet visitors, and direct inquiries to the appropriate individuals or departments.
Provide administrative support to various financial services departments by completing tasks and assignments as requested.
Coordinate in-office meetings, events, catering, and other logistical arrangements to support departmental and organizational needs.
Plan and coordinate office events, employee engagement initiatives, and team-building activities.
Perform notarial services as needed and assist with the preparation, organization, filing, and maintenance of contracts and other confidential documentation.
Coordinate the handling, delivery, and transportation of time-sensitive documents, packages, and mailings as needed.
Maintain an organized reception area and assist with general office organization and day-to-day operational needs.
Collaborate with team members across departments to coordinate requests, prioritize tasks, and ensure timely completion of administrative responsibilities.
Assist with special projects and other administrative duties as assigned.

Professional Skills and Knowledge Requirements:

High school education required, strong verbal and written communication skills and solid organizational abilities.
Proficiency with Microsoft Office (Word, Excel) and basic knowledge of word processing, document scanning, and spreadsheets.
Strong customer service skills, including professional phone etiquette, face-to-face communication, and the ability to respond promptly and accurately to inquiries.
Ability to read and write basic business correspondence, follow written and verbal instructions, and present information clearly to customers, vendors, and internal staff.
Basic math skills, including the ability to calculate percentages, ratios, and interpret bar graphs.
Ability to solve practical problems, manage multiple tasks, and work effectively with limited standardization.