Administrative Assistant

Administrative Assistant (Part-Time)

At Note Advisors, exceptional client experience isn’t just a goal—it’s our standard. We’re a client-centered financial services firm known for thoughtful service, attention to detail, and a seamless, polished approach. Our office reflects that its welcoming, professional, and powered by a team that genuinely cares. If you thrive in a fast-paced environment where organization, initiative, and a client-first mindset matter, you’ll fit right in.

We’re seeking a part-time Administrative Assistant to work Tuesday–Thursday, with hours generally between 8 am -4pm and be the pulse of our front office. In this dynamic role, you’ll keep operations running smoothly, create a warm first impression for clients, and support advisors in delivering high-quality service. More than just administrative, this is a chance to contribute to a collaborative team that values precision, proactive support, and excellence.

If you take pride in your work, love creating order out of complexity, and are passionate about delivering standout service, we’d love for you to explore what a future with Note Advisors could look like.

Duties and Responsibilities:

Greets all visitors and clients in a professional, warm, and welcoming manner, creating a strong first impression

• Prepares and organizes client meeting materials to ensure a polished and seamless experience.
• Opens and closes the office, maintaining a consistent, professional environment
• Maintains shared spaces including the kitchen, ensuring cleanliness, organization, and beverage service readiness
• Monitors inventory and manages office supply levels, placing orders as needed
• Coordinates pickup of office-related items such as supplies, coffee, and client materials
• Troubleshoots printer/copier issues and supports basic office equipment needs
• Scans, copies, and prints documents to support advisor and client needs
• Prepares and assembles new client gift boxes and client-facing materials
• Assists with document management processes and trains staff on systems when needed
• Sorts and distributes incoming mail and processes outgoing shipments, including courier services
• Demonstrates initiative and flexibility in supporting additional operational needs as assigned

Qualifications:

• High School Diploma, required
• Associate’s degree or higher in Business Administration, Office Management, or related field, preferred
• 1–3 years of professional office or administrative experience, required
• Experience in a financial services or client-facing professional environment, preferred
• Knowledge, Skills, and Abilities:
• Strong commitment to delivering exceptional client service and creating a high-quality experience
• Ability to work independently with a proactive, driven approach to responsibilities
• Strong organizational and time management skills, with the ability to prioritize effectively
• Excellent communication skills, with the ability to interact professionally with clients and team members
• High attention to detail and accuracy in all tasks
• Ability to multitask and adapt in a fast-paced, client-focused environment
• Proficiency in Microsoft Office, including Word, Excel, and PowerPoint
• Self-motivated with a strong sense of ownership and accountability

Physical Requirements:

• Ability to lift up to 50 pounds and perform tasks that may include standing, bending, reaching, or squatting
• Ability to sit, stand, and move throughout the office for extended periods of time
• Ability to operate office equipment and computers for sustained periods
• Ability to communicate effectively in person and over the phone
• Ability to travel locally as needed for office-related tasks or errands

At Note Advisors, we believe creating an outstanding client experience starts with a team that cares about the details and takes pride in their work and that great people should be treated as well as we treat our clients Therefore, we offer generous benefits for our part-time employees including paid time off and 401k.

Pay: $23.00 - $26.00 per hour

Benefits:

• 401(k)
• Paid time off

Work Location: In person