Administrative Assistant

Insero Talent Solutions is recruiting an Administrative Assistant for a professional services firm in Rochester, NY.

Job Description

We are seeking a dependable and organized Administrative Assistant to assist the team with keeping daily office operations running smoothly. This role would be required to work in the office 5 days/week. Parking is 100% paid for by the firm and is in a secured parking garage under our building.

Responsibilities:

• Handles incoming/outgoing mail – print mailing labels, (USPS, Certified Mail, and FedEx.) weigh for postage, filling out certified mail forms, maintaining postage machine, sorts/distributes internal mail to individual mail folders.
• May assist with scheduling travel arrangements for firm staff as necessary.
• Responsible for placing all office orders and stocking kitchen and office supplies.
• Preparing, proofing, and formatting of documents, correspondence, memos and reports for internal and external use.
• Ensures accurate and timely preparation of letters, correspondence and reports.
• May assist with coordination department calendar needs; scheduling of internal and external meetings via Microsoft Outlook.
• Scanning and electronically filing/organizing documents into database in a timely fashion.
• Responsible for greeting clients when they enter the office from the elevator and notify personnel with whom they are meeting with.
• Assists with coordinating firm/office events and in-office lunches.
• Managing firm’s voicemail box and forwarding as necessary.

Requirements:

• 2+ years of experience in a similar administrative assistant role is required. Experience in a financial service company is a plus.

• An Associate’s degree or greater is required, preferably in a business administration or office technology concentration.

• Strong proficiency with MS Office Suite (Excel, Word, Outlook and PowerPoint) is required. Word (mail merges) and Excel/spreadsheet and database usage/reporting are highly preferred. Experience with embedding Excel in Word documents and formatting is a plus. A focus on word processing and formatting is essential.

• Ethics and integrity are essential to this role and the firm, the ability to keep client information confidential is a requirement.

• A candidate in this role should be professional, organized, and detail oriented. The ideal candidate must be deadline focused, proactive, possess solid multi-tasking skills, patience, and ability to take directions from several people.