Job Summary: ‍

We are seeking a motivated, client-focused Administrative Assistant to be the welcoming face of our firm and the first point of contact for clients, visitors, and vendors. This role is perfect for someone who is polished, professional, and eager to grow within a dynamic, team-oriented environment.

The ideal candidate will bring strong communication and organizational skills, a proactive mindset, and the ability to maintain strict confidentiality. You will play a key role in ensuring a seamless client experience while supporting daily operations. We are looking for a team player who thrives in a fast-paced environment, values collaboration, and takes pride in delivering high-quality administrative support that makes a real impact.

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Key Responsibilities:

• Greet clients and visitors in a warm and professional manner
• Answer, screen, and direct incoming phone calls
• Manage and maintain the reception area to ensure a tidy and welcoming environment
• Schedule and confirm client appointments and meetings
• Assist in the coordination of meeting logistics, including conference room setup and refreshments
• Handle incoming and outgoing mail and deliveries
• Maintain office supplies inventory and reorder as necessary
• Provide administrative support to advisors and staff as needed
• Uphold client confidentiality and handle sensitive information with discretion
• Assist with document scanning, filing, and data entry
• Prepare and send new client packets on the same day of initial communication

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Qualifications & Skills:

• Previous administrative or office support experience preferred
• Strong proficiency in Microsoft Outlook and Office Suite
• Excellent verbal and written communication skills
• Highly organized with attention to detail
• Ability to multitask and prioritize effectively
• Team-oriented with a proactive approach

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Physical Requirements:

• 30-40 hours a week of sitting
• 5-10 hours a week bending and standing
• Occasionally lifting 5-30 lbs of office equipment

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Benefits Effective Upon Hire:

• Full paid holidays (if falling during Mon-Fri)
• Flexible scheduling for personal/miscellaneous appointments (do not go against PTO)
• Fully reimbursed travel expenses

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Benefits Effective Upon Completing 30-day Initial Training Period:

• 10 days of Paid Time Off
• 401(k) dollar for dollar match up to 4%
• Maternity and Paternity leave
• Medical - Dental - Vision - HRA - Life Insurance

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Observed Holidays with Full Pay:

• New Year's Day
• Good Friday
• Memorial Day
• Independence Day
• Thanksgiving Day
• Day after Thanksgiving
• Christmas Eve
• Christmas Day
• New Year's Eve

*Candidates must be able to pass a drug test, state background check, and federal fingerprinting. Those unable to pass are not encouraged to apply.

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Job Type: Full-time

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Pay: Starting salary ranges from $45,000 - $55,000 per year, depending on experience.

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Schedule: Monday to Friday

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Application Questions:

• Have you previously worked in a financial services, legal, or professional office setting?
• This position may require occasional overtime for client events or deadlines. Are you willing to work outside regular business hours when needed?
• How would you rate your organizational skills (1–5)?
• Can you multitask and prioritize effectively in a fast-paced environment?

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Experience:

• Microsoft Excel: 2 years (Required)
• Customer service: 2 years (Required)
• Microsoft Office: 2 years (Required)
• Calendar management: 2 years (Required)
• Front desk: 2 years (Required)
• Meeting facilitation: 2 years (Required)

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Ability to Commute: Export, PA 15632 (Preferred)

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Ability to Relocate: Export, PA 15632: Relocate before starting work (Preferred)

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Work Location: In person