Client Service Administrative Assistant

As a Client Service Administrative Assistant in our Fairfax, VA office, you’ll provide floating administrative support to one or more Financial Planning teams and act as a liaison between clients and internal contacts at all levels of the organization. This individual will also provide general office support with a variety of clerical activities and related tasks.  This will be a resident role, requiring you to work in the office 5 days a week.

We are looking for someone who will provide a welcoming experience for clients and visitors while supporting Planning Teams with administrative, client service and office operations activities. This role helps ensure the office runs efficiently while delivering a high level of service to both internal and external clients.

Responsibilities:

• Serve as the first point of contact for all visitors, providing professional and welcoming office experience
• Support Planning teams with administrative and client service needs, including preparing and processing client paperwork and checks
• Track and follow up on submitted paperwork and checks to help ensure timely account opening and funding
• Prepare, distribute and manage incoming and outgoing mail, packages, parking validations, marketing materials and other office-related items
• Assist with scanning, mailing, filing and other client and prospect correspondence
• Provide back-up administrative support to the Planning teams, including answering and routing incoming calls and taking messages
• Coordinate office supply orders and serve as a liaison with Facilities and other office support vendors
• Maintain the appearance and organization of reception area, conference rooms, and shared office spaces
• Deliver exceptional client service while helping maintain a positive client experience
• Support office events, projects, and other business activities as needed

Requirements:

• 1-2 years of client service, administrative support or related experience
• Bachelor's degree: business or financial field preferred
• Strong client service, interpersonal, verbal and written communication skills
• High attention to detail and ability to produce accurate work
• Strong organizational skills with the ability to prioritize multiple tasks and meet deadlines
• Comfortable working in a fast-paced environment and adapting to changing priorities
• Ability to handle sensitive and confidential information with discretion
• Proficiency with Microsoft Office and other business technology tools