Administrative Assistant (contract)

Title: Administrative Assistant

Location: Kettering, OH

Duration: 12 months

Work Engagement: W2

Work Schedule: Hybrid 3 days in office/2 days remote

Benefits on offer for this contract position: Health Insurance, Life insurance, 401K and Voluntary Benefits

Key Responsibilities:
Administrative & Operational Support :

Manage daily administrative tasks to keep the Financial Advisor organized and on schedule.
Prepare, assemble, and organize materials for client appointments and presentations.
Complete and submit accurate expense reports in a timely manner.
Monitor the advisor’s email inbox for urgent requests; draft and send responses as needed.
Track pending tasks, deadlines, and follow‑ups, ensuring nothing falls through the cracks.

Client Service & Communication:

Greet clients warmly upon arrival and ensure they feel welcomed and attended to.
Set up conference rooms for client appointments, including any required materials, technology, or refreshments.
Relay messages promptly and clearly to the Financial Advisor or other team members.
Deliver paperwork to clients as needed and ensure all documents are complete and properly handled.
Maintain a professional, client‑first demeanor in all interactions.

Meeting & Workflow Management :

Coordinate scheduling, meeting confirmations, and calendar updates for the Financial Advisor.
Anticipate meeting needs by preparing files, reports, and presentation materials in advance.
Assist in organizing client events, presentations, or internal meetings.

General Office & Miscellaneous Duties:

Perform light office management tasks, such as ordering supplies or maintaining organized workspaces.
Support ad hoc projects and miscellaneous duties as assigned.

Qualifications:
Applicants must be authorized to work for ANY employer in the U.S. This position is not eligible for visa sponsorship.

Proven experience in administrative support; experience in financial services or professional services is a plus.
Exceptional organizational and time‑management skills.
Strong personality with the confidence to keep the advisor on track and manage shifting priorities.
Excellent written and verbal communication skills.
Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
Ability to maintain confidentiality, follow compliance requirements, and handle sensitive information.
Professional appearance and demeanor.

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