NOTE: Reopened from GSGJP00005515 . Please do not submit candidates who have previously been submitted, interviewed, and rejected for this role.
Job Title: Administrative Assistant
Office Address: 100 Coliseum Drive (Ayco) Cohoes, NY 12047
Contract duration: 12 months
Pay: ***/ hr

Job Description:
*** Asset & Wealth Management
Wealth Advisory Solutions & Private Family Office | Cohoes, NY
Administrative Assistant

Job Summary & Responsibilities:
• Provide administrative support to multiple advisors in a dynamic team environment and provide backup team support as needed.
• Responsible for on-going and ad-hoc general administrative duties including but not limited to copying, scanning, filing, faxing, archiving, inventory ordering, shipping, mail and check related processing.
• Coordinate travel arrangements for advisor teams and process expense reports in a timely manner.
• Handle highly confidential and sensitive client information with the utmost discretion.
• Prepare and ship client-related correspondence, memos, letters, reports or other documents as requested.
• Interact with team members and business leaders in a professional and effective manner.
• Maintain an understanding of firm policies in order to handle certain issues or answer questions independently.
• Support the onboarding of new clients by filing relevant documentation and performing data entry processes to capture their information in firm systems.
• Maintain and coordinate advisor calendars to schedule internal & external meetings, navigating any potential calendar conflicts via direct communication with the advisor, other internal administrative staff, or clients/third-parties.
• Coordinate logistics for meetings, which may require scheduling travel, booking meeting rooms and requesting access to buildings.
• Support the onboarding and integration of new hires onto the administrative team, when applicable, by leading or participating in training and shadowing opportunities.

Skills & Qualifications:
• Prior administrative experience supporting executives and/or financial advisors in an office environment is preferred.
• Ability to exercise good judgment and discretion in dealing with confidential material or handling of highly sensitive information.
• Requires excellent interpersonal and communication skills, both written & verbal. Ability to display a consistent, professional degree of communication.
• Extreme attention to detail and organizational skills, with ability to prioritize tasks.
• Quick learner and self-starter with excellent anticipation skills.
• Supportive team player with a positive attitude.
• Proactive problem solver and independent thinker; ability to follow-up as often as necessary.
• Ability to work well under pressure while maintaining high standards, adapt to unexpected events, prioritize and multi-task in a dynamic but deadline driven environment.
• Highest degree of integrity, professionalism, and diplomacy is required.
• Familiarity with expense platforms such as SAP Concur is a plus.
• Proficiency in MS Word and Outlook is required.