Administrative Assistant/Receptionist

Job details Salary $47,500 - $55,000 a year Job Type Full-time Number of hires for this role 1 Qualifications

• • High school or equivalent (Preferred)

  • Customer service: 5 years (Preferred)

  • US work authorization (Preferred)

Position Summary: This position is among our most important as this person will represent our firm, both in person and by phone, in a friendly and professional manner, while adhering to the highest levels of client service at all times. In addition, it will call for multi-tasking including making calls to insurance carriers to verify or request policy information, managing insurance licensing and serving the needs of our founder with administrative and executive assistant level responsibilities.

Summary of Essential Position Functions:

Answer telephone in a friendly and professional manner & announce calls to principals and advisors

Welcome and greet clients and guests in a professional manner (being a "Director of First Impressions")

Reference calendars on a daily basis for call routing

Input expected visitors into database for building security for all departments

Manage the conference room ensuring it is clean and tidy at all times; providing beverages for clients and guests; ordering and setting up meals as necessary

Wash and replace used glassware and service ware on a daily basis

Sign for packages and distribute mail as appropriate

Manage licensing and CE credits for advisors as needed

Renew all company licenses

Manage all active and inactive files stored at the off-site storage site Access

Assist company founder with file management and light correspondence

Other duties as assigned

Organizational Competencies: All positions in the organization will possess these competencies:

Client Focused: Is dedicated to meeting the expectations and requirements of external and internal clients/stakeholders

Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed

Position Competencies: To perform this position successfully, an individual should demonstrate the following competencies:

Quality: Pays attention to detail; generates work that is up to expected standards of performance, and is accurate, neat, orderly, complete and reliable

Problem Solving: Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics

Dependability: Follows instructions; responds to management direction; takes responsibility for own actions; keeps commitments; commits to time when needed to reach goals; completes tasks in a timely manner or notifies individual with an alternate plan

Innovative: Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas; presents ideas and information in a manner that gets others' attention

Initiative: Demonstrates willingness to perform needed tasks without being directed; has willingness to learn new skills and enhance the products and services

Communication Skills: Organizes and presents ideas and information in a clear, concise manner, either written or verbally, edits work for spelling and grammar

Technical Skills: Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continually build knowledge and skills; shares expertise with others

Customer Service: Manages difficult or emotional customer situations; responds promptly to customer needs; solicits feedback to improve service; responds to requests for service and assistance; meets commitments

Interpersonal Skills: Maintains confidentiality; remains open to others’ ideas and tries new things; speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings; writes clearly and informatively; varies writing style to meet needs

Qualifications: To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

High School diploma; some college or college degree preferred

Previous office experience preferred

Excellent verbal communication skills and friendly demeanor

Strong interpersonal skills in dealing with all levels of the firm

Demonstrated attention to detail and ability to multitask

Technical/Computer Skills:

Proficiency in Microsoft Office Suite

Proficient in handling office equipment (phone routing, fax machines, copiers, scanners)

Can work in a paperless environment

Job Type: Full-time

Pay: $47,500.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan

Schedule:

• 8 hour shift

Supplemental Pay:

• Bonus pay

COVID-19 considerations:
Although our office is a hybrid work environment, this position is an in-office position 5 days per week. Our office maintains a vaccinated only policy and every person entering must produce a COVID vaccine card. We also have air filtration systems.

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 5 years (Preferred)

Work Location: One location