Receptionist/Administrative Assistant

We have an incredible opportunity to work for a wealth management firm in Penfield.  This organization offers a beautiful office space, employs under 20 people, and has a great culture.  If you are an experienced individual that loves being the first point of contact by phone or in person, this is the perfect role for you.  This role is an integral part of the team and will be responsible for supporting advisors, assisting clients, managing administrative tasks, and ensuring smooth office operations.  They offer growth potential with opportunities to advance into higher-level roles within the firm.

This firm requires a candidate to possess great communication skills, a welcoming personality, and be a team player. If you have a professional demeanor, excellent organizational skills, and can multitask, we want to hear from you!

Answer and direct phone calls

Greet clients and visitors, providing a welcoming and professional atmosphere

Manage office supplies, order inventory, and maintain organized stock levels

Assist in scheduling and setting up meetings for advisors and team members

Maintain office tidiness and oversee administrative operations

Handle incoming and outgoing mail, packages, and deliveries

Coordinate office maintenance needs and liaise with vendors when necessary

Assist with the general administrative tasks, data entry, and document management

Assist client teams with various client related tasks, including:

• New account openings
• Account transfers
• Distriution requests
• Name and address changes
• Gift processing
• Check Deposits

Ensure all client needs and requests are handled promptly, accurately and professionally

Learn and interface independently with portfolio accounting and CRM systems

Maintain the CRM system and ensure accuracy of all tasks, cases, and records

Prepare quarterly and periodic reports and assist in meeting preparation

Communicate and collaborate with team members regarding accounts and processes

Identify and evaluate daily workflows for process improvement opportunities and work with others to implement change

Bachelor's degree strongly preferred

Previous experience in an administrative supports, client service or receptionist role

Friendly, professional demeanor with strong interpersonal skills

Excellent organizational and communication skills

Proficiency with MSOffice

Ability to manage time effectively, set priorities, and meet deadlines

Strong attention to detail and a high degree of accuracy

Ability to adapt to change and work in a team-oriented environment