Office Assistant

Office Assistant

Utica NY

Our client Strategic Financial Services is seeking an Office Assistant to serve as the firms front-office coordinator and administrative support professional. This role is responsible for providing an exceptional experience for clients and visitors while helping ensure the office operates smoothly professionally and efficiently. The Office Assistant will serve as the first point of contact for clients and visitors and will provide administrative support to advisors operations and other departments across the firm. The ideal candidate will be highly organized detail-oriented professional and comfortable managing multiple priorities. This position will support daily office operations coordinate meetings and logistics assist with events and administrative projects and help maintain established processes and procedures.

FIRM VALUES:

• Serve Grow Live

CORE RESPONSIBILITIES:

Front Desk & Client Experience

• Greet clients and visitors and provide a warm professional first impression of Strategic Financial Services.
• Answer and appropriately route incoming calls and messages.
• Manage incoming and outgoing mail and office correspondence.
• Maintain a welcoming organized and professional office environment.

Office Operations

• Order and replenish office and kitchen supplies.
• Coordinate with office vendors and service providers.
• Monitor office organization cleanliness and appearance.
• Support day-to-day office logistics and coordination activities.
• Assist with administrative projects and operational requests as needed.

Administrative Support

• Provide administrative support to advisors operations and other departments across the firm.
• Coordinate meetings requests and follow-up activities.
• Assist with event-related administrative tasks.
• Support established processes and procedures through effective execution and coordination.
• Maintain a high level of organization accuracy and follow-through.

TECHNICAL SKILLS:

Demonstrates a warm professional front-desk presence with strong customer service skills.

Excellent organization attention to detail and follow-through with the ability to manage multiple priorities and deadlines.

Strong written and verbal communication skills.

Proficiency with Microsoft 365 including Outlook Word Excel and Teams.

Ability to learn and effectively utilize internal business systems including CRM document management and workflow platforms.

Experience managing calendars scheduling meetings and coordinating logistics.

Ability to accurately handle incoming calls messages mail distribution and office correspondence.

Experience ordering supplies tracking inventory and coordinating with vendors and service providers.

Strong problem-solving skills and the ability to independently address routine office and administrative issues.

Ability to maintain confidentiality and appropriately handle sensitive client and firm information.

REQUIREMENTS:

13 years of experience in a receptionist administrative assistant office coordinator customer service marketing assistant or similar role.

Experience working in a professional services environment preferred.

Experience coordinating internal meetings events or office functions preferred.

Knowledge of office equipment multi-line phone systems and document management tools preferred.

Familiarity with Salesforce or a similar CRM preferred.

Active Notary Public commission or willingness to obtain one upon hire.

Associates degree in Business Administration or a related field preferred.

BASE SALARY RANGE:$62500-$80000

Strategic Financial Services is an Equal Opportunity qualified applicants will receive consideration for employment without regard to race color religion gender gender identity or expression sexual orientation national origin genetics disability age veteran status or any other status protected by law.