Administrative Assistant

Job Title: Administrative Assistant

Location: Tampa, FL (Westchase)
Job Type: Full-Time | In-Office (Remote positions are not available)

Overview

We are a growing boutique financial advisory firm seeking a reliable, professional, and detail-oriented Administrative Assistant to support daily office operations, office administration, and client support. This role is essential to maintaining a smooth office environment and delivering a high level of service to our clients.

The ideal candidate is organized, personable on the phone, and able to manage multiple tasks while maintaining accuracy and professionalism. This position requires reliability, professionalism, and the ability to interact with clients in a polished and courteous manner within a professional office environment.

Responsibilities

• Greet clients and visitors to the office in a professional and welcoming manner
• Answer incoming phone calls and assist clients in a professional and courteous manner
• Contact existing and prospective clients to schedule appointments
• Manage and maintain the firm’s appointment calendar and scheduling system
• Perform office administration tasks including filing, data entry, scanning, and document preparation
• Prepare, organize, and file client documents and internal paperwork
• Assist with client follow-ups and appointment confirmations
• Support advisors and team members with administrative tasks and client support as needed
• Maintain confidentiality and professionalism when handling sensitive client information and financial documents
• Help maintain an organized and efficient office environment

Note: As the firm grows and the employee’s skills develop, job duties and responsibilities may evolve over time to better support the needs of the team and office environment.

Qualifications

• Strong communication skills and professional phone etiquette
• Comfortable speaking with clients on the phone and maintaining a friendly, professional tone
• Professional demeanor and strong attention to detail
• Highly organized and dependable
• Basic computer proficiency (email, Microsoft Office, scheduling tools)
• Ability to multitask and prioritize in a fast-paced environment
• Administrative or customer service experience preferred
• Ability to work collaboratively as part of a team while also taking initiative and working independently with minimal supervision
• Must be able to successfully pass a background check and fingerprinting as required for employment in the financial services industry

Compensation

Salary based on experience and qualifications.

Benefits

• Health, dental, and vision insurance
• Additional ancillary insurance coverage options
• Employer-matched retirement plan
• Paid time off (PTO)

Schedule

Monday–Thursday: 8:30 AM – 4:45 PM
Friday: 9:00 AM – 4:00 PM

Why Join Our Team

• Supportive, close-knit team environment
• Opportunity to grow with an expanding financial advisory firm
• Stable industry with long-term career potential
• Meaningful role supporting clients and financial professionals

How to Apply

Please submit your resume along with a brief message describing your interest in the position and why you believe you would be a good fit for this role.

Applications that include a brief message about your interest in the role will be given priority consideration.

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Do you have experience performing general administrative tasks such as filing, data entry, or managing calendars?
• Have you previously worked in a client-facing role (phone, in-person, or email)?
• Are you comfortable speaking with clients on the phone and maintaining a professional and courteous tone?
• Describe how you would handle a situation where a client is upset or frustrated.
• Are you willing and able to successfully pass a background check and fingerprinting as required for employment?
• How do you handle working in an environment where personal autonomy is important?

Work Location: In person