Administrative Assistant Job Description
I. ABOUT OUR TEAM
ProVise Management Group is an RIA in sunny Tampa Bay managing over $1.7 billion of investments for our clients. We are looking for someone who is passionate about making a difference. As fiduciaries, we focus on delivering sound advice, not sales, and happily put our clients at the center of every interaction and decision.
We strive to create a culture of excellence, one that is people-centric and forever focused on what is best for our clients. We offer a supportive and collaborative work environment, an involved leadership team who will happily work to mentor you, and a well-defined career path. We believe strongly in work-life balance and enjoy having fun.
We are looking to grow the business by building a team that is passionate about being a part of something special. This role is critical to our long-term success, and you will be rewarded personally and professionally for your excellence.
II. MISSION
The Administrative Assistant at ProVise Management Group is an integral part of our team, serving as the connection between our clients, support team, and advisors. This great communicator, influencer, and enthusiastic person will support the vision, positive culture, and team spirit.
The Administrative Assistant diligently works to support our client relationship associates and office administration and to provide the ProVise client experience.
III. ESSENTIAL RESPONSIBILITIES
· Properly image all client paperwork into our imaging software Egnyte. Paperwork may come in from various systems etc. Advisor Engine actions, scan document folders, emails, or hard copies.
· Work diligently with the client relationship associates to ensure a great ProVise client experience.
· Assist in the preparation of special projects as needed
· Assist in the preparation of client quarterly reports
· Order and maintain stock of all supplies for ProVise.
· Handle daily mail duties
· Call various vendors and schedule services as needed.
· Be the backup for the receptionist during lunch and PTO
· Maintain positive client, employee, and community relations.
· Other duties as assigned
Compliance
· Supports Compliance to maintain an effective and robust investment advisory compliance program
III. POSITION SPECIFICATIONS
Experience and Education:
· High School diploma required,
· College degree and/or industry experience preferred.
· Ideally, 2- 5 years of experience in an administrative role
Skills and Knowledge:
· Excellent communication skills (verbal, written and listening)
· Ability to follow written and oral instructions
· Exhibits professional phone demeanor
· Ability to work well with all levels of management and staff
· Proficient in Microsoft Office Suite
· Proficiency in Junxure CRM and Egnyte preferred not required
· Knowledge of Broker Dealer and Investment Advisory Regulations a plus
· Demonstrates personal integrity, honesty and ability to deal with confidential information
· Excellent time management and strong organizational skills and ability to prioritize multiple tasks and anticipate potential problems
· Commitment to professionalism, accountability, customer focus, and teamwork
PHYSICAL DEMAND: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
· Ability to sit at a computer for long periods of time in an office environment well lit.
· Ability to lift up to 20 pounds.
· Position is in Clearwater, FL office. Must be able to work in the office during scheduled work hours.
OTHER DUTIES: Please note this job description is not designed to cover or contain a complete comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Job Type: Full-time
Pay: $40,000.00 – $45,000.00 per year
Schedule:
- 8 hour shift
- Monday to Friday
Education:
- High school or equivalent (Preferred)
Experience:
- administrative: 2 years (Required)
Work Location: In person
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