Administrative Assistant

The Administrative Assistant serves as the central assistant to members of Pivotal Partner team and supports the firm through front desk responsibilities. The first point of contact for our firm this person extends professional hospitality to all visitors  clients and guests   in addition to executing administrative tasks to the highest quality standards. Positivity hospitality integrity confidentiality and trustworthiness characterize the right person for this role. Attention to detail initiative coordinating a demanding schedule and contributing to personal correspondence are key components of this position.

Job Responsibilities

• Greet office visitors and direct them to the appropriate place
• Answer phones in a polite and professional manner screening and directing calls appropriately
• Schedule and prepare for meetings to include reserving rooms and coordinating meals for attendees
• Perform a variety of administrative and clerical support tasks such as sending emails copying scanning filing and recordkeeping
• Sort and distribute mail ship and track packages and keep a detailed record of all outbound mail
• Anticipate office supply needs keeping inventory ordering and stocking as needed
• Utilize a CRM system to locate create and update client records
• Assist with event coordination to include arranging in-house employee celebrations socials and an annual off-site Christmas party
• Work on special projects as needed
• Perform specific HR administration-related activities including:
  • Coordinate employee onboarding including workspace setup new hire kits workspace readiness and team introductions
  • Answer employee inquiries regarding company policies procedures payroll and benefits to include guidance in benefit enrollment
  • Coordinate open enrollment process processing benefit-related paperwork and ensuring collection of compliance documents (I-9 W-4 NDAs e-verify contracts)

Qualifications :

• High School diploma required; Associates Degree or equivalent experience is a plus
• Dependability and a professional demeanor
• Excellent customer service skills
• Excellent phone written and verbal communication skills
• Excellent proofreading grammar and punctuation skills
• Strong attention to detail and focus on accuracy
• Ability to multitask
• Ability to work independently and as part of a team
• Proficiency in Microsoft Office applications
• Competence with technology and learning new software applications such as workflow software and CRMs
• Experience with various office machines: multi-line phone copier scanner and fax
• Human Resources experience is a plus
• Basic Accounting knowledge is a plus
• Prior receptionist experience a plus

Additional Information :

Pivotal Finance provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race color religion sex national origin citizenship status age disability or any other category protected under applicable law. This policy applies to all terms and conditions of employment including but not limited to hiring placement promotion termination layoff recall transfer leaves of absence compensation and training.

This job posting is being managed by Forrest Johnson Recruiting on behalf of Pivotal Finance

Remote Work :

No

Employment Type :

Part-time