Administrative Assistant
Cornerstone Advisors - Ensure You'll Endure - Allentown, PA
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Position SummaryThe Administrative Assistant will be providing a high level of service to our executives helping them coordinate extremely active calendars, meetings (internal and external), travel, and speaking with our clients and advisors in a professional and gracious manner. Support to other team members as well as general office support will be expected. This role also includes overseeing all operational aspects to keep the office running efficiently. Please note that this position is in our office in Allentown, it is not remote.ResponsibilitiesCalendar and email management in MS OutlookSchedule internal and external client meetings (both in person and via Zoom or MS Teams)Update and manage scheduling lists, contact lists, and task listsCoordinate and manage travel itineraryEntering and maintaining detailed client information in a CRM databaseCoordinate office events (including in and out of house), such as luncheons, team eventsBind presentationsOrder suppliesDevelop strong familiarity with clients, carriers, vendors and client relations.Screen incoming phone callsExercise superior judgment on transferring calls, taking messages, or getting the caller to the appropriate partyDraft emailsTake an active interest in the President/CEO's activities and be anticipatory and proactive with deliverablesBecome familiar with President/CEO's Top 20 cases/clients/advisorsDraft emails, memos, letters, meeting notes, billingPrepare presentations, approach kits, including copying and binding materialScope of work preparation, tracking and billingDictations/transcriptions - letters, meeting notes, etc.Mass emails, holiday cards, requests for financials from clients, post LinkedIn materialOrder assessments for Cornerstone's Human Capital Development servicesServe as Office Manager ad hoc includingOrdering, coordinating and setting up lunchesQualificationsMinimum of 4-6 years of experience working as an Assistant experience (in the Financial Services industry a plus)Experience supporting Senior executivesAbility to function effectively while under pressure in a fast-paced and evolving environmentAbility to juggle many tasks at once, and quickly shift gears and re-prioritize as neededAbility to remain patient, flexible, and focusedSuperior communication/interpersonal skills both verbal and writtenSuperior follow-through, and organizational and task management skillsSuperior response time to heavy email communicationsHighly detail-oriented with superior follow-throughExtremely presentable and articulateTeam playerStrong customer service orientationStrong initiative to accomplish tasks, meet deadlines, and take an active interest in current projectsStrong initiative to understand our business and key relationships to perform more effectivelyProficient in Microsoft Word, Excel, and Outlook (Visio is also a plus)Experience with heavy calendar management using OutlookPositive, pro-active, can-do attitudeDuties may change frequently as neededCompensation/BenefitsAttractive annual compensation package is commensurate with experienceComprehensive benefit package includes medical, dental, life, disability, Safe harbor 401(k), Eligible for annual bonus based on firm's net profit and employee's job performance and attitudeFeatured benefits· Medical insurance· Vision insurance· Dental insurance· 401(k)· Tuition assistance· Disability insurance
Created: 2024-10-02