Job Description

Robert Half Permanent Placement is partnering with a well-established financial firm in Amherst, NY that is looking for a Administrative Assistant to join their growing team! This is an in-office opportunity with a starting salary of $50,000 - $60,000 plus a generous benefits package. This role is ideal for someone looking for long-term employment with growth potential and an interest in working in a client-facing, detail-oriented environment. In this role you will play a vital role in supporting the team by managing various administrative tasks, from answering client calls and managing calendars, to processing client transactions and maintaining client accounts. This position offers excellent benefits and a great opportunity for growth to a financial advisor role!

Responsibilities include but not limited to:

• Act as the first point of contact for clients, handling calls and in-person greetings, and providing basic information and instructions as required.
• Oversee the setup and management of staff calendars, ensuring daily updates and task allocation.
• Handle incoming and outgoing mail, including UPS preparation and notifications to the team.
• Prepare and review new account paperwork for clients, ensuring accuracy and completeness before delivery and onboarding.
• Carry out account maintenance, including paperwork preparation, delivery, and processing, as well as monitoring for completion.
• Handle client check deposits and prepare meeting folders as required.
• Download daily transactions from our mutual fund custodian and update client mailing spreadsheets and Outlook contacts.
• Create charity donation letters for client gifting and track delivery to entities.
• Update various established spreadsheets and team pending task logs.
• Make use of key skills such as Data Entry, Invoice Processing, Microsoft Excel, QuickBooks, SAP, and Mail Merge.

Skills and Requirements:

• Dependability, strong work ethic and punctuality are essential
• Must be comfortable with frequent task switching and interruptions
• Detail-oriented with strong ability to prioritize and handle time-sensitive tasks
• Microsoft Office proficiency – Especially in Excel, Word, and Outlook (mail merge is a plus)
• Excellent communication skills
• Confidentiality: all client and firm information must be kept strictly confidential
• Financial industry knowledge and/or educational patch – strongly preferred

Benefits / Perks:

• Health insurance via Independent Health paid for in full by company!
• HSA, 401K
• Generous PTO
• Certifications and trainings for career growth funded by employer

Apply today!

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