We are seeking an administrative/executive assistant to join our workplace. The ideal candidate is efficient, detail-oriented, and skilled in making people feel welcome.
About Our Workplace: Our Financial Advisory Firm has been in business for over 37 years, and we are located on the 5th Floor of the West Seattle Corporate Center. As an on-site professional workplace, we frequently host multiple meetings a day. Our mission is to give the highest quality of service to our clients for generations.
Administrative/Executive Assistant Job Responsibilities:
· Works with Operations Manager to provide administrative support to ensure efficient office operations.
· Manages schedules and communications of key company executives, including prioritizing emails and phone calls, gathering documents in preparation of meetings, and coordinating travel arrangements.
· Maintains physical and digital filing systems.
· Answers phone calls and directs callers to appropriate personnel, schedules appointments, signs for incoming packages, and assists clients and other visitors.
· Responds to emails and other digital correspondence.
· Manages the office calendar through our Customer Relationship Management (CRM) software and Outlook.
· Drafts and edits letters, reports, and other documents.
· Inputs and updates information in databases and spreadsheets.
· Schedules and sets up meetings, be they in-person, phone, or video conference. Sends out appointment reminders to confirm attendance.
· Uses word processing and presentation software to create and edit documents.
· Operates office equipment, including a paper folding machine, copier, and printers.
· Helps ensure office supplies are always on hand.
· Provides simple housekeeping duties such as vacuuming, watering plants, loading/unloading the dishwasher, etc.
· As “Manager of First Impressions”, presents a positive and professional image for the company.
Work Hours and Benefits:
· 9:00 am – 5:00 pm, Monday – Friday (37.5 hours/week)
· Hourly Rate: $25/hour
· Vacation
o After 6 months of employment, 10 days (75 hours) per year paid.
o After 5 years of service and thereafter: 15 days (112.5 hours) paid.
o Vacation hours are non-accumulative.
o First year of vacation pro-rated to calendar year.
· Sick Leave
o In accordance with the current Washington State Department of Labor & Industries Sick Leave Law.
· 401(k) Plan
o According to plan’s “eligibility to contribute and vesting rules” (first day following the end of the quarter that follows completion of 6 months from hire day).
· Bereavement
o Up to 3 days
· Paid Holidays, each at 7.5 hours per day
o New Years Day (and following Friday if holiday falls on a Thursday)
o Martin Luther King Jr. Day
o Memorial Day
o Fourth of July
o Labor Day
o Thanksgiving and the following Friday
o Christmas Eve (after 12:00 pm), Christmas Day (and following Friday if holiday falls on Thursday; following Monday if holiday falls on Sunday)
o Employee’s Birthday
Administrative/Executive Assistant Skills:
· Familiarity with Microsoft Office, specifically Word, Excel, PowerPoint, & Outlook.
· Ability to learn and accurately use our CRM Software (Wealthbox) and utilize it in your daily routine.
· Ability to learn and accurately use our online Client Management website and utilize it in your daily routine.
· Written and oral communication and organizational skills
· Interpersonal skills, professional and courteous demeanor, and excellent office and phone etiquette.
· Ability to work well independently and in collaboration with other professionals in the office.
Education, Experience, and Certification Requirements:
· High school diploma or equivalent required. College degree preferred.
· Previous office or customer service experience.
· Individuals must pass a background check including fingerprinting.
Dress Code
It is important that Larson Financial Group maintains a professional image. This requires that employees dress neatly and appropriately. As representatives of this company, employees must adhere to the dress code policy.
· The dress is business casual.
· No visible tattoos.
· No visible piercings except for ear piercings.
· Any facial hair must be kept neat and presentable.
· Hair color is restricted to naturally occurring colors.
Job Type: Full-time
Pay: $25.00 per hour
Education:
- High school or equivalent (Required)
Experience:
- Office: 1 year (Preferred)
- Customer service: 1 year (Preferred)
Ability to Commute:
- Seattle, WA 98106 (Required)
Work Location: In person