Administrative Assistant

The Administrative Assistant serves as the first point of contact for clients and vendors visiting the office, as well as responding to and directing calls received on the company’s main phone line. He/She is responsible for providing exceptional hospitality to clients by guiding them to their assigned conference room, serving refreshments, and attending to requests of the financial advisors during and after client meetings. The Administrative Assistant is also responsible for ensuring the front office, kitchen, and conference rooms are maintained in a clean, well-stocked manner. He/She is responsible for ordering office supplies, supporting marketing needs, making travel arrangements for employees, and FSA events, in addition to maintaining a positive, professional relationship with vendors, various suppliers, and fellow employees. This position provides a great deal of support to the Operations/Compliance Manager, as well as support to the Chief Compliance Officer, Principals, and Management Team of the firm as requested.

Front Office Reception

• Greet clients, visitors, and team members professionally and pleasantly
• Answer main number for office (respond to inquiries, takes messages, route calls)
• Respond to webchat inquiries
• Prepare and maintain lobby and conference rooms in a neat, clean, and well-stocked manner
• Keep manager abreast of all issues or change requests that may impact the reception area

Administrative Support

• Provide direct administrative support to Operations Manager, Principals, and Management Team
• Make travel arrangements, including transportation, hotel accommodations, registration, etc.
• Maintain daily client check receipt log and forward checks to Schwab via overnight mail
• Collect bills, receipts, and expense reports
• Assist Operations Manager with client billing process
• Keep manager abreast of special project requests and to obtain direction for determining priorities
• Monitor main company and conference room calendars and ensure adherence to color coding
• Participate in Social Committee meetings
• Order holiday gifts and other gifts as requested
• Assist with holiday card mailing
• Support all departments with mailings
• Assist with back-office maintenance for Calendly

Office / Facilities Maintenance

• Sort and distribute all incoming faxes and mail, prepare various packages for shipping
• Support phone system management and make administrative edits for extensions as needed
• Establish and maintain accounts with vendors and FSA’s internal contact list
• Handle catering for internal meetings (client meetings, team lunches, etc.)
• Maintain office mailing and copy machines, including service visits and replenishing all office/kitchen supplies
• Maintain kitchen area (i.e., lunch breakdown, load/unload dishwasher, etc.)
• Serve as liaison between firm and building management for all building-related issues and needs to include maintenance, staff parking, and security system entry keys
• Oversee subscription and publication renewals, including inventory and maintenance of inventory
• Monitor proper use and maintenance of office equipment
• Keep manager abreast of all issues or change requests that may impact the office in general

Marketing Support

• Assist with preparation of marketing materials, mailings, and special projects
• Assist with facilitation and planning of company and employee events
• Monitor and order marketing supplies
• Take photographs for social media posts such as employee anniversaries and birthdays

Compliance Support

• Monitor leadership certification renewals
• Monitor leadership credits and ensure educational requirements
• Monitor IARD registrations
• Maintain gift log
• Perform vendor due diligence annual review
• Assist Operations Manager with various insurance forms
• Maintain secure document shredding vendor and process

Cultural Vision Integration

• Support and implement core values into daily work and team member interactions
• Participate in training and on-going learning opportunities as designated by manager

Qualifications

• Associates degree required
• Two years of related professional office experience required
• Ability to effectively and fluently communicate in English both verbally and in writing
• Good analytical, problem-solving, and interpersonal skills
• Customer-service oriented, with a pleasant demeanor and telephone manner
• Team-oriented, with ability to collaborate with others honestly, directly, and respectfully
• Self-starter who takes initiative with little direction
• Effective organizational and time-management skills
• Intermediate use of Microsoft 365 suite
• Familiarity with general office equipment and computers

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Paid time off
• Parental leave

Education:

• Associate (Required)

Experience:

• Administrative Assistant: 2 years (Required)

Language:

• English (Required)

License/Certification:

• driver's license and vehicle (Required)

Work Location: Hybrid remote in Rockville, MD 20850