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Administrative Assistant/Receptionist

POSITION SUMMARY

This position performs primarily Administrative Assistant responsibilities, including organizing, scheduling, coordinating, researching, compiling and analyzing information for the Company and/or specific Departments.  The incumbent assists the management team and department heads in implementing department activities and internal communications.  Works closely with all client facing employees and other employees, customers and/or vendors to assist with exchange of information and requests.  This position is considered entry level where the incumbent performs basic and routine duties of administrative support.

 

MAJOR JOB RESPONSIBILITIES

 

Performs administrative support duties of a routine or moderate level of difficulty to include the following:      

 

  • Utilizes all systems such as Salesforce, Schwab, and Tamarac to maintain and manage client information                            
  • Answers main line phones
  • Provides administrative support to client-facing employees on daily tasks such as correspondence, mailings, UPS
  • Maintains all conference room calendars
  • Handles setting up meeting rooms for client visits
  • Orders supplies for company employees
  • Notifies the appropriate area when office equipment such as copiers/printers/postage machines are in need of repair
  • Maintains copiers/printers and postage machines for every day change of toners and cartridges or any problems
  • Distributes and sorts all incoming company mail and passes on to the operations support team for scanning
  • Prepares expense reports and travel itineraries for client-facing employees when necessary
  • Receives, files and maintains all client statements on the premises for two years
  • Handles Salesforce File Cabinet projects for client-facing employees
  • Backup to the other members of the admin team
  • Prepares client presentations and assists client-facing employees with meeting coordination               
  • Manages the processing of all vendor invoices in Salesforce and maintains tracking to Accounts Payable         
  • Researches information, compiles statistics, gathers and computes various data to prepare reports                   
  • Performs other duties such as special projects and assisting the Office Manager with event planning                  

 

SUPERVISORY RESPONSIBILITIES

       None

 

SKILLS AND TRAINING

  • Ability to exchange information clearly and concisely and to present ideas, report facts and other information.
  • Ability to manage own workflow and resolve questions and problems with supervisor.
  • Good written and oral communication skills.

                                                                                    

SKILLS AND TRAINING  (Continued)  

  • Knowledge of and the ability to practically apply, modern office practices and procedures
  • Including the following programs: Microsoft Excel, Word, PowerPoint, Outlook, and Salesforce).
  • Good organizational skills; exhibits accuracy when working with detail.
  • Ability to understand and follow safety/security practices.

 

EDUCATION

  • High School Diploma required
  • Bachelor’s Degree preferred

 

WORK EXPERIENCE

  • Minimum 1 year of administrative support experience or equivilant.

 

LICENSES AND/OR CERTIFICATES

        Licenses and Certifications                                                              

           None

       

WORKING CONDITIONS

  • Work is mainly performed in a normal office environment.  Noise levels usually are moderate.

 

HAZARDS

The hazards are only those present in a normal office setting.

 

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age 40 and over, color, disability, gender identity, genetic information, military or veteran status, national origin, race, religion, sex, sexual orientation or any other applicable status protected by state or local law.
 


Why Beacon Trust

When it comes to preserving and growing your wealth, you need an experienced firm to work with you through every financial phase of life, clearly understanding your goals today and tomorrow. No matter what phase you happen to be in, Beacon Trust has the knowledge, experience and services to guide you forward.

Mission Statement

We understand that clients look to us for collaboration and, more importantly, leadership in developing sound and effective wealth management plans. “Innovating Wealth Strategy” articulates what we do and what we believe in.

It speaks to our inherent drive to deepen every client relationship and to make every client’s experience enriching and productive. Since each client is different, so too are the paths to their respective financial goals. That is why we base our asset allocation strategies on ‘your’ personal financial risk preference–not ours.

Therefore, to successfully guide our clients, it is essential that we have the deepest understanding of what they are looking to accomplish financially, both today and tomorrow.


Nearest Major Market: New Jersey