Administrative Assistant

White Plains, NY, (none selected) | Perm

Post Date: 02/07/2018 Job ID: 1-7316 Industry: Finance Pay Rate: 50-75,000

This role provides a wide variety of support functions for the two partners at  a firm thus making a significant contribution to the success of the practice.  The individual in this role is to leverage the partners’ time by providing comprehensive administrative, business processing, and service support, as well as being a key member of the support team.  We are looking for a true professional, and a team player who is able to juggle many tasks, very organized, able to mulititask, prioritize, and have terrific follow-up skills.  We are looking for a highly motivated, high energy, collaborative professional.  This person should be team-oriented, and thrive in a fast-paced environment. 

Administrative Support:

  • Manage multiple calendars
  • Screening calls
  • Scheduling
  • Schedule and coordinate meetings, appointments, travel, and event arrangements
  • Track reimbursements for qualified travel
  • Track and file reimbursements for personal medical, dental, and vision insurance
  • Help to coordinate and track marketing initiatives
  • Track commissions, maintains records and resolves commission problems
  • Some personal support for both planners; sensitivity to confidential matters required
  • Inventory control, such as letterhead stationary, business cards, notepads, pens, etc.
  • OnBase file maintenance
  • General administrative and clerical support including mailing, scanning, faxing and copying
  • Open, sort, and distribute incoming correspondence



  • Life insurance application & underwriting processing, including client servicing  and Interface with life insurance companies
  • Strong phone and writing capabilities as you will be the point of contact
  • Concierge service to “A” clients
  • Setting up the meeting rooms



  • Assist the Planners in maintaining a compliant practice
  • Assists with completion of weekly acknowledgement forms and copies of all correspondence. Understand and adhere to policies regarding support from wholesalers, compliance approval for documents, proper use of stationery/business cards, and other required procedures
  • Submit marketing/presentation documents through the compliance workflow system (RegEd) for compliance approval as needed
  • Assist clients and Planners to the extent possible based on licensing and/or registrations
  • Maintains the Uniform Transaction Blotter(UTB)



Marketing Support: 

  • In charge of purchasing and mailing cards to clients and resources; these include thanksgiving cards, Hanukkah cards, birthday cards, and end of year cards
  • Assist with other forms of marketing as necessary


Database support: 

  • Redtail CRM support, including updating clients/resources/prospects contact information as necessary and adding  new contacts to database
  • Mail merge



Education and Skill Requirement:


  • Bachelor’s degree preferable, with previous work experience of hands-on Administrative experience required
  • Good interpersonal, oral and written communication skills; Microsoft Office skills (word processing, spreadsheets, data base management); spelling and grammar skills
  • Professional phone etiquette

Soft Skills:

  • Interact with associates and clients in a courteous and respectful manner to create a consistent, predictable, positive work atmosphere
  • Take action on office priorities in a proactive way
  • Work with each member of the office, aiding and assisting whenever possible to achieve maximum total office results. Offers and gives assistance willingly, and is coachable
  • Excellent interpersonal skills

Stamford Web Website

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