Job Details

JOB DESCRIPTION

Administrative Assistant

(Full-Time, Non-Exempt)

Structure:

The Administrative Assistant is responsible for assisting the Chief Administrative Officer (CAO) and Marketing Coordinator, in clerical and administrative tasks in accordance with this description.

The Executive Assistant shall report to the CAO and Marketing Coordinator.

Goals:

The Administrative Assistant is responsible for assisting in moving the Firm toward the following goals:

• Reduce clerical activities done by the CAO and Marketing Coordinator.

Requirements:

Education/Experience

• Minimum of an associate's degree in accounting, Finance, Business Administration, or a related field (bachelor's degree preferred)
• 5+ years of relevant administrative experience, C-suite level support preferred
• Experience in accounting or trust accounting is preferred

Skills

• Proficiency in Microsoft Excel, Word, and PowerPoint
• Understanding of accounting principles, including trust accounting functions
• Ability to handle sensitive information confidentially and take proper precautions to protect information electronically and physically
• Strong technological skills, including building, entry, and manipulation of spreadsheets, databases, and presentations; effectively managing calendar and e-mail systems
• Strong organization and prioritization skills
• Ability to professionally and effectively communicate both orally and in writing
• Detail-oriented with a high level of accuracy, quality, and integrity
• Tech-savvy, with the ability to quickly learn and adapt to new software and systems
• Proactive in anticipating potential situations and the needs of management
• Ability to handle simultaneous projects, effectively multi-task, and remain flexible to last-minute changes
• Ability to work in a team environment while maintaining a pleasant disposition
• Ability to work independently while using appropriate discretion to complete projects and assignments

Responsibilities and Authorities:

• Handle trust accounting functions, including recording trust transactions and other assigned accounting duties, and ensuring compliance with applicable regulations
• Track and/or coordinate state Bar dues as necessary
• Compile a daily list of client payments received
• Schedule meetings and handle setup details, including coordination of invitations, reservations, refreshments, technical needs, etc.
• Manage calendars proactively, anticipating needs for upcoming events/activities, bringing attention to potential conflicts, and providing appropriate reminders for items requiring follow-up or advance attention
• Arrange travel for the CEO & CAO and firm guests as appropriate
• Draft correspondence for general matters
• Collect and input data into firm systems, analyzing information as directed
• Prepare draft presentations and standard management reports
• Respond professionally and effectively to telephone inquiries and handle matters with vendors and business associates as directed
• Work with firm committees to coordinate agendas, meeting arrangements, and other administrative needs as necessary
• Provide general administrative support to facilitate the day-to-day operations of firm management
• Update marketing database